Executive Assistant/Office Manager at a Small Investment Firm in Midtown

Our client, a small investment firm in Midtown Manhattan, is looking to hire a highly organized and dependable Executive Assistant & Office Manager to support a four-person team and oversee the day-to-day operations of the office. This individual will serve as the central point person for the firm, managing calendars and meetings, coordinating documents and expenses, overseeing vendors and office operations and ensuring that important details and follow-ups do not fall through the cracks. The successful candidate will be proactive, resourceful and discreet, with excellent follow-through, sound judgment and a willingness to take ownership in a small, collaborative environment. This is a fantastic opportunity for someone who enjoys being the person everyone counts on and is looking for a role with significant independence, consistent hours and no layers of management! This role is on-site, 5 days/week at their office in Midtown Manhattan.

RESPONSIBILITIES

• Manage calendars, meetings and scheduling for four team members, including coordination with portfolio companies, outside investors, boards and counsel
• Coordinate meeting logistics, including invitations, video links, conference rooms, rescheduling, guest arrivals and technology setup
• Manage documents and signatures, including compliance packets, engagement letters, vendor contracts and fee-related paperwork
• Route documents to appropriate parties, track outstanding signatures and ensure timely follow-through with outside accountants and counsel
• Coordinate monthly corporate card reconciliation with the outside finance team, including receipts, expense reports and payment follow-ups
• Oversee day-to-day office operations, including building and facilities matters, cleaning, IT and phone vendors, insurance certificates, software administration and supplies
• Manage logistics and administrative needs related to outside boards and a family foundation, including meetings, questionnaires, RSVPs and paperwork
• Serve as backup to the Personal Assistant as needed, assisting with reservations, appointments, errands, vendor follow-ups and changes to travel arrangements
• Maintain organized and accurate records to ensure seamless handoffs between office and household-related responsibilities
• Utilize AI tools for routine scheduling, reminders, research and administrative tasks, while reviewing outputs for accuracy and exercising judgment when needed
• Identify issues proactively, communicate concerns early and take ownership of resolving problems
• Handle sensitive financial and personal information with the highest level of discretion and confidentiality
• Serve as a reliable and consistent presence in the office, ensuring day-to-day operations run smoothly

REQUIREMENTS

• Prior Executive Assistant experience is not required; candidates from a variety of professional and personal backgrounds are encouraged to apply
• Exceptional organizational skills with strong attention to detail and follow-through
• Highly dependable, proactive and comfortable taking ownership of responsibilities
• Ability to manage multiple priorities and support several individuals simultaneously
• Strong written and verbal communication skills
• Resourceful and solutions-focused, with the ability to identify and address issues before they escalate
• Comfortable working independently in a small office environment with minimal bureaucracy or management layers
• High level of discretion and ability to handle confidential financial and personal information with integrity
• Willingness to learn and utilize AI tools for administrative tasks; prior AI experience is not required and training will be provided
• Experience managing competing responsibilities in professional, academic, caregiving, hospitality, household, volunteer or small business environments is valued
• Accountable and transparent, with a willingness to acknowledge mistakes and resolve them quickly
• A flexible, positive and hands-on approach to the role is a must!

SALARY
$80,000–$100,000 (DOE) + Bonus + Comprehensive Benefits, including health insurance, 401(k) with match, 15 vacation days, 10 sick days and paid holidays

HOURS
On-site – 5 days/week in Midtown Manhattan; Monday–Friday, 9:00am–5:00pm