What are the responsibilities and job description for the Executive Assistant Office Manager (4 WEEKS PAID VACATION) position at C-SUITE ASSISTANTS?
A hedge fund is looking for an Executive Assistant/Office Manager to support 2 executives and 1 analyst. The firm is located in the Flatiron District. There are no phones to answer. Employees use cell phones. The role is in-office except for Summer Fridays (remote) and the last 2 weeks in August remote. The firm provides AI training. The office has a tight-knit collaborative culture and is scaling up. Looking for a team player with a positive outlook.
About the Job:
- Manage and coordinate complex calendars for 2-3 executives 1 investment analyst
- Assist with meeting setups, including confirming locations and ensuring relevant materials are prepared.
- Ensure travel details are added to calendars, and all necessary logistics are in place.
- Develop relationships with the Analysts and office staff to ensure quick and efficient execution of tasks.
- Take initiative in building team morale and supporting office needs
- Assist with expense reconciliation
- Manage IT support requests and coordinate with the external IT provider
- Handle ad-hoc administrative duties to support the team as needed
- Plan and coordinate firm-wide events, including holiday gatherings, team offsites, team happy hours, client and investor events, and recurring all-hands meetings. Manage venue selection, catering, vendor contracts, invitations, RSVPs, budgets, and day-of logistics. Partner with leadership to align events with firm priorities and follow up afterward on feedback and expenses
- Set up internal and external lunches, ensuring all dietary needs and preferences are met.
- Greet guests, ensure they are properly welcomed, and escort them to conference rooms, at most 3-5 people per day
- Handle incoming mail and deliveries, ensuring efficient distribution to the appropriate team members.
- Manage pantry restocking, including coordinating catering orders and maintaining inventory
- Have a grasp on the pulse of the office and when an event might be needed to relieve any employee stress
- Some off-hour availability required
About You:
- Minimum of 5 years of experience supporting an executive
- BA/BS from a college or university
- Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
- Strong communication skills: written and verbal
- Able to build trusted relationships with our team and external stakeholders
- Comfortable communicating with investors
- Understand the importance of confidentiality and trust when supporting a CEO
- Dynamic and proactive comfortable in a fast-paced environment.
- Polished, professional demeanor and the gravitas to interact with high-level executives
- Outstanding communication skills
Salary, Lunch provided, Bonus, Benefits, individual plan paid 100% by firm (medical, dental vision), 401K,
4 weeks Paid Vacation, Summer Fridays remote, Last 2 weeks in August remote.
Hours: 8am-6pm