Executive Assistant & Office Coordinator

Executive Assistant & Office Manager

Bloom Equity Partners is a lower-middle-market private equity firm focused on control investments in enterprise software and business services. We're a small, high-output team where everyone wears multiple hats.

We're hiring a highly organized,proactive Executive Assistant & Office Manager to support the firm's Managing Partner and oversee the day-to-day operations of our NYC office.

This is a highly visible role at the center of the firm. You will own calendar management and scheduling support for the partners, coordinate traveland logistics, support investor and executive interactions, and ensure the office operates smoothly and professionally.

Roughly 30% of the role is calendar management — keeping the partners' time on track, coordinating across investors, portfolio company CEOs, management teams, and external advisors, and making sure every meeting is set up to succeed.

The right person is organized, polished, responsive, and comfortable operating in a fast-paced environment with competing priorities. They can confidently manage a complex calendar, coordinate a travel itinerary, greet an investor visiting the office, or handle a last-minute change without missing a beat.

We're seeking someone who enjoys taking ownership, solving problems independently, and creating order out of complexity. As Bloom continues to grow, there will be opportunities to take on broader operational responsibilities and special projects over time.

Indicative Time Allocation

• ~30% Calendar Management & Executive Scheduling
• ~25% Office Management & Reception
• ~30% Administrative Support (travel, expenses, events, logistics)
• ~15% External Coordination & Special Projects

Key Responsibilities

Calendar Management & Executive Support

• Manage complex and frequently changing calendars for the firm's partners
• Coordinate meetings with investors, portfolio company executives, prospective management teams, bankers, attorneys, advisors, and internal team members
• Resolve scheduling conflicts, manage competing priorities, and proactively identify issues before they arise
• Maintain rolling calendar visibility and ensure executives are prepared for upcoming meetings and commitments
• Coordinate meeting logistics including conference rooms, Zoom links, materials, transportation, catering, and follow-up actions
• Draft and proofread professional correspondence and meeting-related communications
• Handle confidential information with discretion and professionalism

Office Management & Reception

• Own day-to-day office operations, including supplies, snacks, mail, vendors, building management, and facilities coordination
• Serve as the primary point of contact for office-related needs and requests
• Welcome investors, candidates, portfolio company executives, and other visitors to the office
• Manage conference room scheduling, visitor logistics, and meeting setup
• Coordinate onboarding logistics including equipment, building access, workspace setup, and firm materials
• Assist with basic technology troubleshooting and coordination with external IT providers

Administrative Support

• Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries
• Prepare and submit expense reports and reimbursement requests
• Process invoices and assist with office-related vendor payments
• Monitor shared inboxes and inbound communications
• Coordinate team events, offsites, holiday gifting, and firm gatherings
• Support ad hoc administrative and operational projects as needed

External Coordination & Special Projects

• Serve as a polished and professional first point of contact for external stakeholders
• Coordinate logistics for investor meetings, office visits, and firm events
• Assist with Annual Meeting logistics, attendee coordination, reservations, and related administrative support
• Maintain contact databases and administrative records
• Support special projects and operational initiatives across the firm

What We're Looking For

• 2+ years of experience supporting senior executives, founders, partners, or C-suite leaders
• Demonstrated experience independently managing complex executive calendars, including competing priorities, multiple stakeholders, time zones, and last-minute changes
• Experience coordinating domestic and international travel and handling logistics with minimal oversight
• Strong prioritization skills and the ability to operate independently in a fast-paced environment
• Exceptional attention to detail, follow-through, and organizational skills
• Professional written and verbal communication skills
• Strong proficiency with Microsoft Outlook (calendar management, scheduling, distribution lists), Excel, Word, and the broader Microsoft Office suite
• Comfortable learning new systems, troubleshooting basic technology issues, and adapting to changing priorities

Preferred

• Experience in private equity, investment banking, asset management, financial services, legal, consulting, accounting, or another professional services environment (strongly preferred)
• Experience coordinating high-touch visitor, client, or investor experiences
• Familiarity with NYC office vendors (building management, catering, car services, hotels)
• Experience with expense management, travel platforms, and administrative operations
• Experience with Microsoft 365, SharePoint, QuickBooks, Rippling, or similar business systems
• Experience working in a small team or startup-like environment

Ideal Candidate Profile

• Calendar-disciplined and treats the partners' time as a valuable resource
• Service-oriented and anticipates needs before being asked
• Polished, professional, and comfortable interacting with senior executives and external stakeholders
• Ownership-oriented and comfortable operating with minimal supervision
• Calm under pressure and adaptable when priorities change
• Curious, eager to learn, and motivated by exposure to how a private equity firm operates

Salary: $75,000-$85,000

Location: New York City (in-office)