Executive Assistant/Office Coordinator

Executive Assistant

MERU is seeking a highly motivated and polished Executive Assistant to support our senior leadership team in the New York office. This is a high-impact role at the center of our operations one that demands exceptional judgment, discretion, and the ability to anticipate needs before they arise. You will serve as a trusted partner to our Partners and executives, enabling them to focus on clients and business development by ensuring everything around them runs seamlessly.

This is a full-time, in-office position based in New York, NY, with occasional flexibility to work remotely.

EA Responsibilities:

• Manage complex, dynamic calendars for multiple senior executives, proactively identifying and resolving conflicts, prioritizing competing demands, and protecting time for strategic priorities
• Coordinate all aspects of domestic and international travel flights, hotels, ground transportation, visas, and itineraries with a high degree of accuracy and contingency planning
• Serve as the primary point of contact between executives and internal and external stakeholders, including clients, investors, and professional contacts, maintaining responsiveness and professionalism at all times
• Anticipate executive needs preparing briefing materials, agendas, and background research ahead of meetings so leaders arrive informed and ready
• Draft, proofread, and finalize correspondence, reports, presentations, and other communications on behalf of executives
• Coordinate logistics for internal and external meetings and events, including board meetings, client dinners, and team offsites, managing all details from venue to follow-up
• Handle sensitive and confidential information including client matters, personnel issues, and business strategy with absolute discretion
• Process expense reports and manage reimbursements accurately and on time
• Assist with special projects and strategic initiatives as directed by executive leadership

New York Office Operations:

• Support the general operations of the New York office, ensuring day-to-day functions run smoothly and professionally
• Manage office inventory and supply procurement, maintaining appropriate stock levels and coordinating timely replenishment
• Submit, track, and follow up on maintenance and facilities requests, coordinating with building management to resolve issues promptly
• Oversee building access management, including the issuance and deactivation of access cards for staff and visitors
• Act as the primary liaison with office vendors and service providers, managing relationships, service agreements, and issue resolution

Finance & Client Billing:

• Prepare and process client invoices in close partnership with the Finance team, ensuring accuracy, proper coding, and timely issuance
• Maintain organized records of billing activity and follow up on outstanding items as needed

Relationship Cultivation & CRM:

• Support the business development efforts of Partners by maintaining the CRM with new leads, contacts, meeting records, and correspondence for current and target clients
• Ensure CRM data integrity and completeness, flagging gaps or stale information and working with Partners to keep records current

Qualifications:

• 5+ years of experience in an executive support role, ideally within a professional services environment (financial services, consulting, law, or similar)
• Demonstrated ability to support multiple senior stakeholders simultaneously in a fast-paced, high-expectation environment
• Exceptional organizational skills and meticulous attention to detail you catch things others miss
• Strong written and verbal communication skills; able to represent executives professionally in all interactions
• High level of discretion and sound judgment when handling sensitive or confidential matters
• Proactive, solutions-oriented mindset you anticipate needs rather than waiting to be asked
• Proficiency in Microsoft Office Suite; experience with CRM platforms (Salesforce, HubSpot, or similar) a plus
• Calm under pressure, adaptable to changing priorities, and capable of managing ambiguity with poise
• A professional demeanor and genuine commitment to supporting the success of the people and firm you serve