Executive Assistant/Office Coordinator

Role responsibilities 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. #J-18808-Ljbffr Meru, LLC