Office/Executive Assistant

COMPANY: Private Equity Firm

POSITION: Office/Executive Assistant

LOCATION: New York, NY (Midtown)

HOURS: 8:30am-5:30pm with flexibility (in office Monday-Thursday, as needed on Fridays)

COMPENSATION: $110K DOE + Bonus + Benefits

BACHELOR'S DEGREE: Preferred

Our client, a private equity firm located in Midtown, is seeking an exceptional Office/Executive Assistant to join their team. This role is central to the day-to-day experience of the office — serving as the first point of contact for guests and callers, keeping operations running smoothly, and providing targeted administrative and office management support to senior staff. The ideal candidate is professional, proactive, and comfortable wearing multiple hats in a fast-paced investment environment

Responsibilities of the Office/Executive Assistant:

Front Desk & Guest Services

-Serve as the primary point of contact for all visitors, clients, and guests

-Register all guests in the building visitor system prior to their arrival

-Answer, screen, and direct all incoming phone calls; take detailed messages and route urgent calls appropriately

-Manage daily opening and closing of the office, including lights, phones, and copiers/fax machines

Office Operations & Facilities

-Conduct morning floor walk-throughs to ensure suite cleanliness, adequate supplies, and functioning equipment; escalate maintenance issues via work orders as needed

-Oversee kitchen and snack area restocking daily — coffee, beverages, paper goods, and pantry supplies — performing full inventory at least weekly

-Manage supply orders (kitchen and general office); obtain required approvals before submitting purchase orders

-Monitor and replenish restroom supplies; coordinate routine cleaning and maintenance services, keeping relevant contacts informed

-Manage conference room bookings through Outlook; ensure rooms are properly set up before each meeting and restored afterward

-Coordinate Tuesday morning all-staff Zoom calls: prepare the large conference room, post the agenda PDF to SharePoint, and manage AV setup

Mail, Shipping & Courier Services

-Sort and distribute incoming US Mail and packages daily; allocate fund-related mail

-Prepare FedEx shipments online and deliver packages to the FedEx location or lobby drop as appropriate

-Coordinate messenger and courier services as requested

Food & Catering Orders

-Order breakfast, lunch, and catering for internal meetings and client events as directed by meeting organizers

-Coordinate with approved vendors per firm catering standards

Executive & Administrative Support

-Provide ad hoc administrative assistance to various departments, including clerical tasks that can be performed from the reception desk

-Support annual meeting and strategy meeting preparations (name tags, guest coordination, room setup) as directed

-Maintain building access logs and coordinate new access card requests through the appropriate channels

-Assist with business card reorders and other vendor coordination as needed

-Manage fire drill notices and building-wide communications from property management

Requirements of the Office/Executive Assistant:

-Bachelor’s Degree preferred

-3-4 years professional experience, preferably within financial services.

-Strong Microsoft Office skills are a must; familiarity with AI software & SharePoint a plus

-Excellent verbal communication skills and professional phone manner

-Strong organizational skills with the ability to multitask and prioritize in a fast-paced setting

-Reliable, punctual, and flexible

-Proactive attitude with “no task too small mentality”