Our client, an established private equity firm, is seeking a highly organized, proactive, and detail-oriented Executive & Office Assistant to provide administrative support to senior members of the firm while assisting with day-to-day office operations. Reporting directly to the Chief Financial Officer and working closely with the broader administrative team, this individual will be responsible for complex calendar management, travel coordination, expense reporting, meeting logistics, and general office support. The ideal candidate will possess an entrepreneurial mindset, exceptional organizational skills, sound judgment, and the ability to anticipate needs while managing competing priorities in a fast-paced, collaborative environment.
COMPANY: Private Equity Firm
POSITION: Executive & Office Assistant
LOCATION: New York, NY (Midtown Manhattan)
HOURS: 8:30am – 5:30pm (with flexibility and connectivity outside of standard hours)
OFFICE REQUIREMENTS: 5 days in office
COMPENSATION: $100-125K + Bonus + Benefits
BACHELOR'S DEGREE REQUIRED: Required
Responsibilities of the Executive & Office Assistant:
-Provide administrative support to assigned senior members of the firm, including complex calendar management, meeting coordination and ad hoc projects.
-Coordinate domestic and international travel, including flights, hotels, ground transportation and itineraries.
-Prepare and submit expense reports through Concur, including collection and organization of receipts and supporting documentation as well as expense allocations.
-Maintain contacts in Outlook and the firm's CRM, as applicable.
-Assist with catering and meal coordination, including receipt, setup and cleanup of deliveries.
-Willingness and proven ability to adapt to work style of senior members of the firm, including regular reporting.
-Proven ability to anticipate needs, proactively identify and communicate potential issues and suggest recommendations.
-Maintain regular communication with senior members of the firm, including coverage team and CFO.
-Maintain confidential business and personal information with discretion.
-Provide coverage for other administrative team members and assist with events, onboarding, office projects and other needs as required.
-Assist with managing the conference room calendars.
-Assist with the setup and breakdown of meetings.
-Answer the phones, transfer calls, and take messages, as needed.
-Maintain high standards as it relates to cleanliness and order.
-Assist with the ordering of office and kitchen supplies.
-Assist with maintaining and drafting new policies and standard operating procedure manuals to improve the order and efficiency of administrative duties, as needed.
Requirements of the Executive & Office Assistant:
-Bachelor's degree required.
-3–5 years of professional experience, preferably in an executive assistant / administrative role or similar at a financial services firm.
-Experience working in a fast-paced corporate environment; financial services experience preferred.
-Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
-Exceptional attention to detail, organizational skills and ability to execute with accuracy and follow-through.
-Demonstrated professionalism, sound judgment and discretion in handling confidential and sensitive information.
-Strong problem-solving skills, with the ability to anticipate needs, prioritize effectively and adapt to changing circumstances.
-Collaborative team player with a willingness to support colleagues and contribute to the broader administrative function.
-Prior administrative or executive support experience, with the ability to manage competing priorities while balancing executive support and office operations responsibilities.
-Excellent communication and interpersonal skills, with experience interacting professionally and effectively with senior executives, clients, investors and other external stakeholders.
-Punctual, reliable, proactive and quick-thinking with problem-solving skills.
-Entrepreneurial mindset and strong work ethic.
-Verifications of identity, education, prior employment, and references may be required.
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