Senior Executive Assistant/Office Administrator

Job Description

Job Description

As an Executive Assistant and Office Manager, you will provide high-level support to assigned executives while overseeing the daily operations of the New York City office. The ideal candidate is a versatile, highly organized professional who can manage multiple priorities with discretion, urgency, and attention to detail. This role is critical to maintaining a smooth, productive, and professional work environment by ensuring administrative and office operations run seamlessly.

How You Will Provide Meaningful Contributions

Executive Assistant

• Provide hands-on, highly efficient administrative support to senior executives
• Manage complex calendars and provide end-to-end meeting support
• Schedule and coordinate internal, client, and vendor meetings
• Drive scheduling to maximize busy leaders’ time with a strong sense of urgency
• Schedule, coordinate, and support offsite meetings
• Manage confidential projects, initiatives, and sensitive client information
• Coordinate complex business travel and related itineraries
• Manage and complete expense reports accurately, on time, and in accordance with company policy

Office Manager

• Oversee the maintenance and organization of the office space, including supplies, furniture, equipment, and the overall office environment
• Address facility-related issues promptly to ensure a safe, comfortable, and efficient workplace
• Coordinate and oversee office moves, reconfigurations, or construction-related activities
• Facilitate effective communication across the organization and with external stakeholders
• Ensure timely distribution of office communications, announcements, and memos
• Partner with the Human Resources team to support office policy updates and new hire onboarding
• Manage the reception area and ensure a professional, welcoming experience for visitors
• Prepare workspaces for internal and external visitors, including security badges, visitor guidance, and onsite readiness
• Anticipate and support the needs of executives, clients, and employees visiting the New York City office
• Partner with Finance to support the office budget, track expenses, identify cost-saving opportunities, and manage purchase orders
• Build and maintain strong relationships with vendors, suppliers, and service providers
• Negotiate contracts and ensure timely delivery of services, repairs, maintenance, and supplies
• Organize and coordinate company events, onsite meetings, and executive gatherings, including logistics such as catering and workspace readiness
• Ensure office compliance with health and safety regulations and maintain related documentation
• Receive, sort, distribute, and file mail appropriately
• Establish and maintain efficient record management systems while ensuring document organization and confidentiality
• Answer direct phone calls, manage the office calendar, and coordinate deliveries

Basic Qualifications for Consideration

• Minimum of 5–7 years of experience providing direct administrative and executive support
• Proven experience with and strong working knowledge of travel systems, travel planning, calendar management, and event coordination
• Exceptional organizational skills with a high level of professionalism, discretion, and attention to detail
• Demonstrated process improvement experience and a mindset of continuous improvement
• Willingness to do what it takes to deliver high-quality work within tight timeframes
• Self-motivated with a strong sense of ownership and follow-through
• Strong analytical, communication, and problem-solving skills
• Resourceful and detail-oriented, with the ability to manage ambiguity, tight deadlines, and multiple priorities in demanding environments
• Proficiency in Microsoft Office, including advanced experience with Word and Excel

Preferred Skills, Experience, and Education

• Bachelor’s degree from an accredited four-year college or university

About InvestCloud

InvestCloud, a global leader in wealth technology, aspires to enable a smarter financial future. Driving the digital transformation of the wealth management industry, the company serves a broad array of clients globally, including Wealth and Asset Managers, Wirehouses, Banks, RIAs, and Insurers. In terms of scale, the company’s clients represent more than 40 percent of the $132 trillion of total assets globally. As a leader in delivering personalization and scale across advisory programs, including unified managed accounts (UMA) and separately managed accounts (SMA), the company is committed to the success of its clients. By equipping and enabling advisors and their clients with connected technology, enhanced intelligence, and inspired experiences, InvestCloud delivers leading digital wealth management and financial planning solutions, complemented by a dynamic data warehouse, which scale across the complete wealth continuum. In 2024, InvestCloud was named CNBC World’s Top Fintech Company, a proof point of the company’s commitment to innovation and client success. Headquartered in the United States, InvestCloud serves clients around the world. For more information, visit InvestCloud.com.

Our Values

• Client Connected
• Human Centered
• Technology Forward
• Respect + Integrity
• Excellence

The actual salary will vary based on applicant’s education, experience, skills, and abilities, as well as internal equity and alignment with market data. The salary may also be adjusted based on the applicant’s geographic location. Salary range: $95,000 - $115,000. Benefits include medical/Rx, dental, vision, disability, and life/AD&D insurance plans, Flexible Savings Account (FSA), Health Savings Account (HSA), Employee Assistance Plan (EAP), health advocacy, voluntary ancillary plans (accident, critical illness, hospital indemnity, legal, identity theft, auto/home, and pet insurance), 401(k) retirement savings plan with company match, and paid time off.

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