Executive Assistant / Office Manager

Our client, a midtown-based satellite office for a European advisory firm, is looking for an Executive Assistant/Office Manager.  This role is responsible for overseeing the NYC daily administration operations, ensuring the office runs efficiently. Simultaneously, the position will involve supporting one Partner/Co-Head of the New York Office. The EA/OM will work alongside their teammates in the New York and European offices – to support the firms business needs.  The ideal candidate will be experienced, with a team player attitude and excited to work with a youthful team.  French speaking is a plus!

COMPANY: Private Equity

POSITION: Executive Assistant /Office Manager

LOCATION: Midtown, Manhattan

HOURS: 9am – 6pm  (ok checking email off hours)

OFFICE REQUIREMENTS: In office 4 days and remote 1 day (Fridays)

COMPENSATION: 110-130k base + bonus + robust benefits

BACHELOR'S DEGREE REQUIRED: Preferred

Responsibilities of the Executive Assistant /Office Manager:

-Coordinate complex scheduling and extensive calendar management

-Arrange domestic and international travel, including hotel, flights, transportation, and meal coordination

-Handle last-minute schedule adjustments and travel changes

-Enter and submit expenses ensuring to follow firm travel policies

-Perform administrative and ongoing project support, as needed

-Maintain professionalism and strict confidentiality with all materials, and exercise discretion

-Facilities: Overseeing the maintenance of office facilities, ensuring everything is in good working condition. This includes coordinating repairs, managing janitorial services, and ensuring workplace safety

-Vendor Management: Manage vendor relationships and negotiate contracts for office-related services

-Budgeting: Prepare Budget and track office expenses  

-Office Invoices: Gather, review, and process invoices in Spendesk or Yooz for reimbursement

-Finance Liaison: coordinate with Finance to assist with roll out and management of US bank, Amex account, tax communication and submissions, and any other office finance-related task

-IT Liaison: Coordinate with the IT department and IT vendor on all office equipment-related tasks

-HR Liaison: Coordinate with HR to handle office HR functions such as I-9 verification, visa application processing, HR project executor for office, and other tasks as needed

-Building Liaison: communicate and coordinate with the building for various office needs

-Firm Projects: collaborate and contribute to new firm initiatives  

-Events: Plan in-house or off-site celebrations and events to foster team collaboration

-Recruiting: Assist with coordinating the recruiting process

-Onboarding/Offboarding New Employees: Facilitating the onboarding process for new hires and offboarding of departing employees

-Employee Relations: Function as a point of contact for employees regarding office policies, benefits, and other HR-related queries  

-Internal Communication: Ensuring effective communication within the office, including disseminating important information and updates

-Compliance & Safety: Maintain records related to workplace safety and emergency preparedness

-Fire/Life Safety Warden: Provide information, participate in yearly drills, and provide direction in an emergency

-ESG office reporting: Gather and provide yearly office carbon footprint data used for reporting

-Back-up Support: Provide back-up coverage for the Receptionist/Executive Assistants

Requirements of the Executive Assistant /Office Manager:

-Bachelor’s degree or equivalent experience

-Fluent in French a plus

-Strong organizational skills and ability to prioritize multiple tasks seamlessly with strong attention to detail

-Ability to utilize sound business judgment in a fast-paced environment

-Demonstrates the ability to work independently and collaboratively to ensure timely deliverables

-Strong interpersonal and communication skills

-Possesses a commitment to excellence to perform duties at the highest level possible consistently

-Demonstrates flexibility by calmly adapting to new situations, improvising, and shifting priorities to meet differing and unforeseen challenges

-Team player attitude focused on helping to ensure the team’s goals are achieved

-Advanced Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)

-Ability to learn and maneuver through firm applications. Comfortable learning and using A/V equipment required

-Verifications of identity, education, prior employment, and references may be required