What are the responsibilities and job description for the Office Manager/Executive Assistant position at Private Firm?
Job Summary
We are seeking a highly organized, proactive, and discreet Office Manager/Executive Assistant to support the founder and leadership team of a private equity family office focused on investing and trading across multiple asset classes.
This is a pivotal role requiring exceptional judgement, attention to detail, and the ability to manage both high-level executive support and day-to-day office operations in a fast-paced confidential environment. The ideal candidate is polished, resourceful, and thrives in a dynamic, entrepreneurial setting.
Key Responsibilities
- Manage complex calendars, meetings, travel arrangements, and itineraries
- Prepare and edit correspondences, reports, presentations, and investment materials
- Serve as a gatekeeper and liaison between executives, investors, partners, and advisors
- Coordinate board meetings, investor meetings, and confidential communications
- Assist with special projects and strategic initiatives
Office and Operations Management
- Oversee daily office operations and ensure smooth workflow
- Manage vendor relationships, service providers, and office contracts
- Coordinate technology compliance documentation and record keeping
- Maintain organized digital and physical filing systems
- Handle sensitive financial and legal documents with strict confidentiality
Finance & Administrative Support
- Assist with expense reporting and invoice tracking
- Support bookkeeping coordination with accounting firms
- Maintain investor records and subscription documents
- Help prepare material for audits, compliance, and reporting
Qualifications
- 5 years of experience supporting C-level executives, preferably in finance, private equity, hedge fund, or family office environments
- Exceptional organizational and time management skills
- Strong written and verbal communication abilities
- High level discretion and professionalism
- Advanced proficiency in Microsoft Office, (Excel, PowerPoint, Outlook)
- Ability to anticipate needs and work independently
- Experience managing confidential financial information
Ideal Candidate
- Polished and poised with strong executive presence
- Detail-oriented without losing sight of big-picture priorities
- Proactive problem solver with sound judgement
- Comfortable in a boutique, entrepreneurial setting
Compensation
- Competitive salary commensurate with experience, plus benefits and discretionary bonus