Administrative Assistant Office Manager

Our client, a well-established hedge fund, is seeking a polished, proactive, and highly capable Office Manager & Administrative Assistant to support a team of approximately 20 employees, including senior leadership, while independently overseeing the day-to-day operations of its New York office.

Location: Midtown East (30th & Park Avenue)

Schedule: 5 days onsite, Monday–Friday

Hours: 8:00am–6:00pm, with flexibility as needed and occasional after-hours availability

Compensation: $120K–$140K+ base DOE, discretionary bonus eligibility, and comprehensive benefits. Additional perks include daily catered lunch, dinner and Uber expenses covered after 8pm, and 401(k). Potential for remote flexibility during certain summer and holiday weeks, subject to business needs.

Ideal Candidate Profile:

• Prioritizing candidates with strong, hands-on Executive Assistant experience who can provide top-tier support to senior leadership.
• Confident communicator who is comfortable speaking up, sharing opinions, and pushing back thoughtfully when appropriate.
• Mature, personable, and emotionally intelligent, with the ability to build a trusting and effective partnership with executives.
• Proactive problem-solver who anticipates needs, exercises sound judgment, and tackles challenging situations head-on.
• Warm, upbeat, and friendly personality who can serve as the heartbeat of the office and contribute to a positive team culture.
• Naturally hands-on and resourceful, with a no-task-too-big-or-too-small mentality. Equally comfortable providing executive support and jumping in on day-to-day office needs.
• Strong hospitality and service orientation, with an interest in creating a welcoming, organized, and enjoyable office environment.
• Interested in leveraging AI tools and learning how to implement systems that improve administrative efficiency. Prior AI expertise is not required.

Responsibilities:

• Provide hands-on administrative and executive support to senior leadership and the broader team, including calendar management, meeting coordination, travel arrangements, and follow-up.
• Independently manage daily office operations, including vendor relationships, facilities coordination, office supplies, equipment, and general upkeep.
• Coordinate new hire onboarding, workstation setup, and IT support requests.
• Manage expense reconciliation in partnership with the CFO.
• Plan and coordinate firm events, team gatherings, offsites, and client and investor meetings, overseeing logistics, vendors, budgets, and follow-up.
• Welcome visitors, coordinate conference room setups, and ensure shared spaces remain organized and presentable.
• Identify opportunities to streamline administrative workflows and leverage AI tools to improve efficiency, including scheduling, reminders, and recurring tasks.
• Take ownership of ad hoc projects and administrative requests across departments, proactively prioritizing and ensuring timely follow-through.

Requirements:

• Bachelor's degree required.
• 2–4+ years of administrative, Executive Assistant, or office management experience in a professional office environment; financial services experience is a plus.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Teams, and Zoom.
• Exceptional organizational skills, attention to detail, and ability to manage competing priorities independently.
• Strong communication skills, discretion, and sound judgment.
• A proactive mindset, willingness to learn, and genuine interest in improving processes and leveraging technology.

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