Executive Assistant Office Manager

Job Description

Position Summary

We are looking for a polished, highly organized executive assistant who also enjoys keeping an office running well. You will be the right hand to our CEO and senior leadership and the welcoming face of the firm, in a high-energy, high-expectations environment.

Responsibilities

Executive Support

• Manage calendars, scheduling, and travel for the CEO and senior leadership, anticipating needs and keeping priorities on track
• Plan and manage events, including investor events, board meetings, and offsites
• Prepare meeting materials and presentations; draft correspondence
• Manage document signatures and storage, and keep the organizational chart current

Front Desk & Office Operations

• Welcome and greet guests, answer the office line, and manage the mail
• Keep reception and conference rooms guest-ready and run meeting logistics
• Own day-to-day operations, facilities, and access management for the San Diego and NYC offices, including supplies, snacks, and inventory
• Manage vendor relationships for both offices
• Provide onsite first-line IT support (Zoom, conference rooms) and coordinate with our outsourced IT provider

Vendor Management & Expense Tracking

• Manage vendor relationships for the NYC and San Diego offices: obtain quotes, negotiate pricing, review contracts, and track renewals
• Serve as primary liaison with building management, landlord, and facilities vendors (cleaning, security, HVAC, maintenance, etc.)
• Handle expense tracking

Onboarding & Culture

• Own onboarding and offboarding logistics
• Establish and plan team events

What You Bring

• 5+ years of executive assistant experience supporting C-suite leaders, with office management or operations exposure (financial or professional services preferred)
• Poise and good judgment supporting a high-energy, high-expectations executive
• Polished, warm communicator at all levels
• Process-oriented, detail-minded, and able to juggle many priorities
• Hands-on and willing to pitch in on reception, onboarding, vendors, and day-to-day office needs
• Proficient in Microsoft 365 and Zoom; comfortable troubleshooting common tech issues
• Proactive and highly discreet with confidential information
• Bachelor's degree preferred, or equivalent experience
• Nice to have: private equity or finance experience; event planning experience

Working Conditions

On-site, Monday–Friday, [8:00 AM–5:00 PM], with occasional evenings or weekends for events. Ability to lift up to [25] lbs.

Compensation starting at $75,000 plus annual performance bonus.