What are the responsibilities and job description for the Executive Assistant Office Manager position at Glocap Search?
COMPANY: Outsourced Investment Firm
POSITION: Office Manager/Executive Assistant
LOCATION: New York, NY (IN OFFICE 5 DAYS)
HOURS: 9:00AM - 6:00PM with flexibility to come in earlier or stay later as needed
COMPENSATION: Up to $140K DOE* Bonus Benefits
BACHELOR’S DEGREE: Required
Our client, an Outsourced investment firm, is looking for an Office Manager to run their New York office on a day-to-day basis, be an active member of the team, and be responsible for all office events and logistics. The role requires someone who is hands on, a strong communicator, and well organized. The ideal candidate will be able to create and maintain a sophisticated, stylish look and feel to the office, consistent with that of the firm's clients and the local culture. This individual will align with our client's brand in how they present themselves and the office and will be able to engage socially with visitors and guests as a peer. This role will oversee all aspects of office administration for the New York office, including but not limited to approving supply orders, managing travel for the team, and processing invoice payments for third party service providers. In addition, this person will help to support the New York team members. As a fast-growing, they seek someone who is motivated, a self-starter, adaptable and comfortable working in an extremely fast-paced, ever-changing entrepreneurial environment.
Responsibilities of the Office Manager/ Executive Assistant:
-Oversee day-to-day office operations including answering the main phone line, scheduling meetings, greeting guests, and coordinating all incoming/outgoing shipping and mail
-Prepare the office and logistics for external and internal meetings. This includes managing catering and preparing any audio-visual needs
-Ensure the office is well-maintained by managing supplies, ordering office equipment, coordinating repairs, and maintaining a clean and organized workspace
-Acting as a liaison between other offices, communicating company policies, and coordinating internal and external communication
-Assist team members with administrative tasks, such as booking conference rooms and binding documents for meetings with clients, prospective clients, and other external individuals
-Proactively maintain office snacks and provisions, understanding team preferences, and aligning ordering with office budgets
-Oversee deliveries, building service requests, and building management. Work with the building management team to resolve any office-related issues, and coordinate employee and guest access
-Manage New York vendor relationships and contracts. Coordinate with IT vendors to manage onsite IT support and day-to-day issues
-Assist in the planning and execution of events and special, ad hoc projects, and catering
-Track and record invoices, and ensure the bills are paid within deadlines
-Support office growth by coordinating with the People Team on booking and coordinating logistics for interviews, preparation for new team members, such as coordinating IT equipment, welcoming all new hires and familiarizing them with the office
-Provide general administrative support, including, but not limited to, managing complex calendars, booking conference rooms for internal and external meetings both in person and virtual, setting up conference calls and video conference meetings, etc.
-Prioritize Outlook calendar management, proactively inform team members of meeting changes, and stay on schedule throughout the day
-Coordinate all aspects of domestic/international travel (air, ground, and lodging) and meetings (e.g., meeting rooms, transit, etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials)
-Manage payment and tracking of meeting and itinerary changes
-Track business expenses and prepare expense reports
-Coordinate and organize travel and meetings (e.g., conference registrations, meeting rooms, cabs, transportation, etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials)
-Utilize effective judgment in handling mail, email, correspondence, confidential material, and requests
-Escalate important and urgent items for appropriate action as needed
-Register for conferences and networking events in a timely manner
-Manage incoming calls, taking and passing on messages in a timely manner, dealing with calls where appropriate, and ensuring urgent calls are dealt with urgently
-Assist in the planning and execution of events and special, ad hoc projects, and catering
-Help with formatting and design of documents and presentations using PowerPoint, Excel, and Word
-Responsible for ensuring all information security processes, policies, and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
-Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channels
Requirements of the Office Manager/Executive Assistant:
-Bachelor’s Degree or equivalent experience required
-5 years of relevant office management/business operations experience
-High proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
-High degree of professionalism and interpersonal skills
-Very strong organizational and administrative skills in a fast-paced environment. Ability to manage multiple tasks at once
-Ability to deal with senior leaders across the firm
-Provide white glove service for internal and external stakeholders
-Sound judgment with understanding of when and how to escalate issues
-Excellent attention to detail. Comfortable working with databases and entering data with a high degree of accuracy
-Verification of identity, education, prior employment, and references may be required