Executive Administrative Assistant and Office Manager
Confidential · New York, New York, United States
FULL TIMEpermanent
Job Description
Who We AreWe are a partner-led investment firm with generational capital. With more than $70 billion in assets under management, we focus on long-term value creation across our portfolio of consumer and life insurance businesses.
Read on to fully understand what this job requires in terms of skills and experience If you are a good match, make an application.
About the RoleWe’re looking for an Executive Assistant and Office Manager who brings exceptional organizational skills, sound judgment, and a proactive approach to supporting executive leadership and onsite workplace operations and events . In this role, you will be a trusted partner to multiple members of the company’s executive leadership team while also helping coordinate the day-to-day operations of the company’s New York office.
What You'll DoProvide Executive & Leadership SupportProvide proactive executive support to assigned executives managing complex calendars, scheduling priorities, travel arrangements, meeting logistics and expense reimbursements.Anticipate leadership needs, manage competing priorities, and help ensure executives are prepared for meetings, presentations, events, and business activities.Coordinate executive communications, reports, presentations, and other business materials with professionalism and accuracy.Track action items, follow-ups, deadlines, and key deliverables to ensure priorities remain organized and moving forward.Handle confidential information with discretion and exercise sound judgment when responding to sensitive matters.Daily liaison and coordination with Executive Assistants and staff and their portfolio companiesWhile support is mainly during typical office hours, we are a fast-moving entrepreneurial firm and occasional urgent support will be needed after hours, e.g. for last-minute travel and meeting coordination
Coordinate Site Meetings, Events & Visitor ExperiencesPlan leadership meetings, executive visits, and other high-visibility events including meeting logistics (scheduling, room reservations, agendas, materials, catering, audiovisual support, and day-of coordination).Ensure building and room access, security registration and space preparation working with building facilities teams while troubleshooting as needed.Help maintain an organized, welcoming, and productive office environment for employees and visitors, including monitoring of shared employee spaces including conference rooms and kitchen areas.Maintain office and kitchen supplies processing invoices within allotted budget.Assist with office-related questions escalate appropriately when issues arise.Support property management’s offsite primary point of contact as needed.Support workplace safety initiatives, emergency preparedness activities, office moves, on the ground vendor support, and other related activities.
What You'll Bring5 to 8 years of experience as an Executive Assistant and/or in developing roles supporting multiple executives or senior leadersProven experience managing complex calendars, travel, meetings, and multiple, potentially conflicting executive administrative priorities.Strong organizational, prioritization, and follow-through skills with excellent attention to detail and accuracy.Exceptional written and verbal communication skills.Ability to anticipate needs, manage competing priorities, and adapt in a fast-paced environment.Sound judgment and discretion with all matters especially with access to confidential information.A high degree of professionalism, responsiveness and customer service orientation.Ability to work independently while partnering and working effectively with executives, teams and colleagues at all organizational levels.Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and related business applications. xzbcwsv
What We Offer:A collaborative, inclusive environment that values authenticity, accountability, and partnership.The opportunity to join the company at an exciting stage of growth, where colleagues are empowered to build what’s nextA competitive compensation package and benefits package including comprehensive medical, dental, and vision coverage; an HSA and 401(k) company match; paid time off; and employer-paid life and disability insurance
Read on to fully understand what this job requires in terms of skills and experience If you are a good match, make an application.
About the RoleWe’re looking for an Executive Assistant and Office Manager who brings exceptional organizational skills, sound judgment, and a proactive approach to supporting executive leadership and onsite workplace operations and events . In this role, you will be a trusted partner to multiple members of the company’s executive leadership team while also helping coordinate the day-to-day operations of the company’s New York office.
What You'll DoProvide Executive & Leadership SupportProvide proactive executive support to assigned executives managing complex calendars, scheduling priorities, travel arrangements, meeting logistics and expense reimbursements.Anticipate leadership needs, manage competing priorities, and help ensure executives are prepared for meetings, presentations, events, and business activities.Coordinate executive communications, reports, presentations, and other business materials with professionalism and accuracy.Track action items, follow-ups, deadlines, and key deliverables to ensure priorities remain organized and moving forward.Handle confidential information with discretion and exercise sound judgment when responding to sensitive matters.Daily liaison and coordination with Executive Assistants and staff and their portfolio companiesWhile support is mainly during typical office hours, we are a fast-moving entrepreneurial firm and occasional urgent support will be needed after hours, e.g. for last-minute travel and meeting coordination
Coordinate Site Meetings, Events & Visitor ExperiencesPlan leadership meetings, executive visits, and other high-visibility events including meeting logistics (scheduling, room reservations, agendas, materials, catering, audiovisual support, and day-of coordination).Ensure building and room access, security registration and space preparation working with building facilities teams while troubleshooting as needed.Help maintain an organized, welcoming, and productive office environment for employees and visitors, including monitoring of shared employee spaces including conference rooms and kitchen areas.Maintain office and kitchen supplies processing invoices within allotted budget.Assist with office-related questions escalate appropriately when issues arise.Support property management’s offsite primary point of contact as needed.Support workplace safety initiatives, emergency preparedness activities, office moves, on the ground vendor support, and other related activities.
What You'll Bring5 to 8 years of experience as an Executive Assistant and/or in developing roles supporting multiple executives or senior leadersProven experience managing complex calendars, travel, meetings, and multiple, potentially conflicting executive administrative priorities.Strong organizational, prioritization, and follow-through skills with excellent attention to detail and accuracy.Exceptional written and verbal communication skills.Ability to anticipate needs, manage competing priorities, and adapt in a fast-paced environment.Sound judgment and discretion with all matters especially with access to confidential information.A high degree of professionalism, responsiveness and customer service orientation.Ability to work independently while partnering and working effectively with executives, teams and colleagues at all organizational levels.Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and related business applications. xzbcwsv
What We Offer:A collaborative, inclusive environment that values authenticity, accountability, and partnership.The opportunity to join the company at an exciting stage of growth, where colleagues are empowered to build what’s nextA competitive compensation package and benefits package including comprehensive medical, dental, and vision coverage; an HSA and 401(k) company match; paid time off; and employer-paid life and disability insurance
Details
| Company | Confidential |
| Location | New York, New York, United States |
| Type | FULL TIME |
| Niche | finance |
| Experience | permanent |