Administrative Assistant/Office Manager

Job Description

Job Description

About the Opportunity

Our client is seeking an Administrative Assistant & Office Manager to play a vital role in maintaining the efficiency of daily office operations while providing essential administrative support to a high-performing wealth management team in a hybrid work environment.

This individual will bring confidentiality, initiative, thoughtfulness, and follow-through to their work, ensuring seamless office management while contributing to an exceptional client experience. This is an excellent opportunity to join a close-knit organization that values each team member's contributions and offers long-term professional growth.

About the Company

Our client is an independent, fee-only boutique wealth management, financial planning, and divorce financial planning firm based in New York City. The company is dedicated to providing comprehensive financial advice to women and has built a reputation for delivering exceptional client service.

The organization offers a collaborative, fast-paced environment with a strong commitment to employee development, professional growth, and work-life balance. Team members enjoy a clearly defined career path, ongoing education opportunities, generous benefits, and a hybrid work environment that combines flexibility with meaningful in-person collaboration.

The company embraces a hybrid work model. Employees typically gather in the downtown Manhattan office once each month, with additional in-office collaboration as needed. For this Administrative Assistant & Office Manager position, regular in-office presence is required at least two days per week, with additional in-office days as business needs dictate. Candidates should reside within a reasonable commuting distance of New York City.

Role & ResponsibilitiesAdministrative Support

• Serve as the primary point of contact for the company by professionally screening and directing phone calls, greeting clients and guests, and preparing meeting materials.
• Schedule and coordinate meetings for the executive leadership team and financial advisors.
• Provide executive support to the CEO and firm partners, including:
  • Managing dynamic calendars and coordinating appointments.
  • Supporting the management of high-volume email inboxes to ensure timely communication.
  • Coordinating travel arrangements and accommodations.
  • Handling confidential information with discretion.
• Route incoming mail and ensure timely distribution.

Office Management

• Oversee all day-to-day office operations, including office supplies, equipment, vendor relationships, and general office maintenance.
• Maintain a clean, organized, and professional office environment.
• Communicate effectively with external vendors and service providers.
• Liaise with building management as needed.
• Assist with onboarding new employees by coordinating equipment, system setup, and workspace preparation.

Business Development

• Assist with implementing business development initiatives and CRM projects that support client acquisition.
• Coordinate quarterly team meetings and professional development programs.

Client Relations

• Coordinate ongoing client meeting schedules.
• Assist with the new client onboarding process.
• Help ensure an exceptional client experience through professionalism, responsiveness, and attention to detail.

Qualifications

• Bachelor's degree required.
• 2–5 years of relevant experience within a client service environment.
• Excellent written and verbal communication skills.
• Advanced computer skills with the ability to quickly learn new technologies and software.
• Highly organized and detail-oriented with a strong sense of urgency.
• Demonstrated ability to handle confidential information with professionalism and discretion.
• Collaborative team player who thrives in a project-oriented environment.

Compensation & Benefits

Compensation: $65,000–$90,000 annually, commensurate with experience and qualifications.

Benefits include:

• Medical, dental, vision, life, AD&D, and long-term disability insurance.
• Flexible Spending Accounts, short-term disability, legal services, and additional voluntary benefits.
• Generous profit-sharing plan plus Traditional and Roth 401(k).
• Tuition reimbursement for Financial Planning programs, professional designations, and examination fees.
• Stipends for personal laptop, cell phone, internet service, and home office setup.
• Fully equipped office technology plus additional home office equipment as needed.
• Monthly educational programs, team activities, happy hours, annual company retreat, and additional employee events.
• Generous paid vacation, parental leave, sabbaticals for long-tenured employees, and shortened Fridays year-round.
• Opportunities to participate in charitable initiatives supporting women in need.