Executive Administrative Assistant Office Manager

Overview We are seeking a polished, proactive, and highly organized Office Administrator / Executive Assistant / Receptionist to serve as the face of our clients New York office while providing seamless administrative support to senior leadership. This individual will play a critical role in creating a welcoming office environment, ensuring smooth day‑to‑day operations, and supporting 3‑4 senior executives with a variety of administrative responsibilities. The ideal candidate is professional, resourceful, detail‑oriented, and thrives in a fast‑paced environment. They anticipate needs, take initiative, and are committed to delivering an exceptional experience for employees, visitors, and leadership alike. MUST HAVE WORKED IN FINANCIAL SERVICES Key Responsibilities Reception & Office Management Serve as the first point of contact for visitors, clients, and guests, providing a professional and welcoming experience. Manage reception area and maintain a clean, organized, and inviting office environment. Coordinate visitor logistics, security procedures, and guest check‑in processes. Oversee conference room scheduling and meeting room preparation. Manage office supplies, pantry inventory, and vendor relationships. Coordinate office events, team gatherings, and employee engagement activities as needed. Executive Support Provide high‑level administrative support to 3‑4 senior executives. Manage complex calendars, scheduling meetings across multiple time zones and stakeholders. Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries. Prepare and submit expense reports and manage executive expenses. Assist with meeting preparation, agendas, presentation materials, and follow‑up action items. Handle confidential information with the highest level of discretion and professionalism. Administrative Operations Support day‑to‑day office operations and special projects. Assist with document preparation, correspondence, and reporting. Coordinate internal meetings, leadership offsites, and company events. Serve as a liaison between executives, employees, vendors, and external stakeholders. Identify opportunities to improve processes and administrative efficiencies. Proactively anticipate executive and office needs before they arise. Qualifications 3+ years of experience in an Executive Assistant, Office Administrator, Receptionist, or Administrative Assistant capacity within Financial Services. Experience supporting senior executives in a corporate environment. Exceptional organizational and time‑management skills with the ability to manage multiple priorities. High level of professionalism, discretion, and sound judgment. Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools. Ability to work independently while maintaining a collaborative team‑oriented approach. Strong attention to detail and commitment to providing outstanding service. #J-18808-Ljbffr