Leading Trading and Investment Firm is seeking a new Full-Time/Permanent Executive Assistant/Office Manager for its newly established Midtown New York City office. This person will be supporting the company’s President while ensuring efficient day to day office operations. Candidates must have a minimum of 10+ years of applicable high-level executive administrative support experience, ideally working in financial services and/or a small family office environment where they have worn many hats, and a Bachelor’s degree is required/strongly preferred. Ideal candidates should be smart, extremely organized, mature-minded, professional, flexible, proactive, collaborative, effective problem solvers, calm under pressure, and be able to thrive in a fast-paced environment.
Salary depends on experience (125-135k base), plus discretionary bonus eligibility (all in 150-160k).
Hours are 9:00am-5:00pm, with flexibility. Hybrid work schedule (4 days in office/1 remote).
Responsibilities:
Provide high-level executive administrative support to the President.
Schedule and organize extensive internal and external meetings, conference/video calls, and appointments across multiple time zones; manage and maintain a busy and ever-changing calendar.
Prepare and distribute agendas (including updating PowerPoint Presentations) and other materials for meetings.
Prepare and edit correspondence, presentations, reports, and other documents.
Coordinate high volume of complex international and domestic travel arrangements and detailed itineraries.
Responsible for expense tracking and invoicing.
Handle confidential information with discretion and professionalism.
Responsible for effective collaboration with other areas of the firm
Manage time-off requests for President’s direct reports.
Oversee day-to-day office operations, including maintaining office supplies, equipment, and facilities. General vendor management/agreements will be handled through the facilities manager located in the company’s headquarters.
Coordinate office events, meetings, and conferences, including logistics and catering arrangements.
Maintain and implement (when required) office policies and procedures.
Manage Jr. Admin/Receptionist.
Requirements/Qualifications:
Minimum of 10+ years of prior experience in an Executive Administrative role in a fast-paced environment, ideally within financial services and/or small family office where they have worn many hats.
Ideal candidates should have experience working in a smaller office environment performing a dual role of Executive Assistant & Office Manager.
Bachelor’s degree required/strongly preferred.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills.
Ability to prioritize tasks and manage changing priorities in a deadline-driven environment.
Discretion and professionalism in handling confidential information with discretion and professionalism.
Demonstrated ability to collaborate effectively with all levels of employees.
Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.