Office Manager / Administrative Assistant

Job Description

Office Operations Coordinator

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New York, NY | Full-Time | On-Site

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An established investment management firm is seeking an Office Operations Coordinator to oversee the day-to-day operations of its New York City office while providing administrative support to several executives. This is a highly visible, hands-on role for someone who is organized, proactive, and comfortable balancing office operations with executive support in a fast-paced environment.

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The position is in-office five days per week, with typical hours of 8:00 AM to 6:00 PM and some flexibility to monitor email after hours when needed

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Office Operations

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• Oversee the day-to-day operations of the office and help ensure everything runs smoothly.
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• Manage front desk responsibilities, including greeting guests and escorting them to conference rooms.
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• Coordinate with building management, facilities contacts, vendors, and external service providers.
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• Manage office, pantry, supply, and equipment inventory and ordering.
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• Handle incoming mail and deliveries and ensure timely distribution.
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• Coordinate IT support requests with the firm's external IT provider.
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• Assist with new hire workstation setup and general office onboarding needs.
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• Coordinate internal and external lunches, including catering orders and dietary requirements.
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Executive & Administrative Support

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• Manage and coordinate complex calendars for 2–3 executives and one investment analyst.
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• Schedule internal and external meetings and ensure meeting logistics are properly arranged.
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• Coordinate travel logistics and ensure all details are accurately reflected on calendars.
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• Assist with expense reconciliation.
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• Provide additional administrative support and handle ad hoc requests as needed.
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Events & Team Support

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• Plan and execute firm-wide events, including holiday gatherings, team offsites, happy hours, client and investor events, and recurring all-hands meetings.
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• Manage venue selection, catering, vendor contracts, invitations, RSVPs, budgets, and day-of logistics.
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• Partner with leadership to ensure events align with firm priorities and manage post-event expenses and feedback.
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• Build strong relationships across the office and proactively identify ways to support the broader team.
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• Help foster a positive, organized, and collaborative office environment.
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Qualifications

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• Bachelor's degree required.
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• 2–4+ years of experience in an Administrative Assistant, Office Manager, Office Coordinator, or similar role.
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• Financial services experience.
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• Strong organizational skills and exceptional attention to detail.
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• Ability to manage high-volume scheduling, logistics, and communication.
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• Proactive approach with the ability to anticipate needs and prioritize competing responsibilities.
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• Strong interpersonal and communication skills.
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• Collaborative, team-oriented attitude with a genuine interest in supporting colleagues and contributing to the overall office environment
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