Executive Assistant/Office Manager

Our client, a high-profile family office, is looking for a capable, experienced, and motivated Executive Assistant/Office Manager to join their team. The EA/OM will serve as an essential partner to the CIO and the office overall for the UHNW Family.  The ideal candidate will be highly motivated, flexible, and a resourceful individual that has excellent judgment and can operate with a high degree of discretion. The successful candidate will be able to anticipate needs and identify problems proactively and take a proactive, creative approach to solving problems.

COMPANY: Family Office

POSITION: Executive Assistant/Office Manager 

LOCATION: New York, NY 

HOURS: 8:30 AM – 5:30 PM 

OFFICE REQUIREMENTS: 4 days (Monday – Thursday) in office/1 day (Friday) remote (additional remote flexibility during summer and around the holidays)

COMPENSATION: $125-150k base + excellent benefits + discretionary bonus

BACHELOR'S DEGREE REQUIRED: Required

Responsibilities of the Executive Assistant/Office Manager: 

-Manage a complex calendar (meetings and meals with third parties, etc.) 

-Arrange travel and prepare itineraries (~1-2 trips / quarter)

-Compile and submit expense reports

-Assist CIO with preparation for meetings (finding and printing bios, etc.) 

-Join weekly calls (e.g., IT), take notes and report discussion topics and next steps 

-Oversee ad hoc projects (e.g., design and procurement firm-branded items, website updates, new hire onboarding, etc.) 

-Traditional office management functions (e.g., pantry items, visitor access, etc.) 

-Liaise with various third-party service providers (e.g., IT, landlord) 

-Coordinate team events, holiday gatherings, etc.

-Organize and file key documents (e.g., NDAs, contracts, etc.) 

-Download and organize various financial and tax documents from online portals

-Other ad-hoc tasks of an administrative nature

Requirements of the Executive Assistant/Office Manager:

-At least five (5) years of experience as an administrative professional

-Interest and experience in working with a small, collegial team

-Experience overseeing projects and an ability to take ownership of them

-Exceptional organizational, multi-tasking, and prioritizing skills

-An outstanding, can-do attitude and work ethic with a high degree of energy 

-Desire to work in a fast-paced environment

-An ability to foresee problems and employ a creative approach to problem solving 

-Flexibility to switch quickly among projects 

-A self-starter and proactive by nature

-Outstanding communication skills (written and oral) 

-Ability to maintain confidentiality and discretion in all aspects of their work 

-Excellent judgement and a commitment to the highest standards of honesty, integrity, and ethics

-Ability to prioritize multiple tasks to successfully meet deadlines

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