Administrative Assistant

NextPhase Search; New York (NY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

100% company-paid insurance premiums

Job summary

NextPhase Search is seeking an Administrative Assistant/Office Manager in Manhattan to support venture capital teams. The role combines in-office operations, executive support for Partners, and event planning, with Fridays remote.

You’ll help with calendar management, communications, and project work while maintaining a hospitable, efficient office. The position emphasizes adaptability, strong writing, CRM familiarity, and cross-functional collaboration across operations, finance, and content.

Qualifications

• 1–5 years in an administrative/operations role (startup or hospitality).
• Proficiency with Gmail, Google Suite, and Microsoft Office.
• Experience planning and managing events.
• Basic understanding of customer relationship management.
• Experience with project management software/tools.
• Excellent writing and proofreading skills.

Responsibilities

• Greet guests and manage in-office meetings with hospitality for the team and founders.
• Coordinate vendors, cleaners, inventories, and supplies.
• Arrange food/lunch deliveries and manage meeting spaces.

Skills

Hospitality

Proactive

Strong written communication

Independent work

Fast learner

Tools

Gmail

Google Suite

Microsoft Office

CRM software

Project management tools

Job description

Administrative Assistant/ Office Manager, Venture Capital, Manhattan — competitive salary plus great benefits including 100% company-paid insurance premiums!

About the Company

Our client is a prestigious and cool venture capital firm — investing in cutting‑edge tech and consumer products/brands — with a laid‑back, fast‑paced, boutique (and growing) office in Manhattan. This is an exciting opportunity to join a firm where the Partners are kind, fun, and will collaboratively include you in the context for their work. You’ll also have a mentor based in a different office, available to help direct projects that align with your own interests and to help ensure you succeed and are happy.

Please note: this role is in office Mondays through Thursdays, with Fridays remote.

What You’ll Do

Office Management

• Welcome guests, facilitate in‑office meetings, and maintain a high level of service and hospitality for the investment team and founders
• Manage cleaners, vendors, and service providers, and oversee inventories and supplies
• Coordinate food and lunch deliveries, and manage meeting spaces — booking, setup, and readiness
• Provide in‑office team support (e.g., weekly team lunch orders, scheduling team events, managing shipping and receiving of mail/packages)

Team & Administrative Support

• Function as executive support for one Partner, managing their email inbox and drafting responses (about 3 hours per day), calendar and meeting management for Partner (about 1-2 hours per day)
• Respond to administrative and ad hoc requests from two additional Partners as well as from the Operations Manager as this is a team dynamic
• Support the team by operationalizing meeting notes and takeaways
• Provide project support to operations, finance, and content & community as needed
• Automate and improve efficiency across the team
• Draft emails and communications on behalf of firm Partner
• Execute strategic projects from start to finish, with excellent written communication and attention to detail

Operations & Community Support/ Event Planning

• Coordinate and support events large and small — spanning quarterly dinners, breakfast forums, and large annual parties
• Assist in maintaining CRM systems and databases, including updating records and organizing incoming data
• Utilize CRM data to assist with determining which contacts the Partners may want to meet in which cities, and which companies to look at investing in
• Spearhead NYC‑based community events and portfolio support
• Prioritize and execute strategic projects shared across operations and content & community

Most importantly: this role is about being ready for the unexpected and pitching in wherever and whenever help is needed — no job too big or too small!

About You

You’re a fast learner who is open‑minded, proactive, and energetic, with a strong sense of hospitality and a genuine drive to make people feel welcome. You’re flexible, with the ability to work outside of normal office hours when the role requires it and can work independently with minimal supervision.

Desired Qualifications

• Approx. 1–5 years in an administrative/operations role in a startup environment or another hospitality, PR, or customer‑facing role
• Proficiency with Gmail, Google Suite, and Microsoft Office required
• Experience planning and managing events
• Basic understanding of customer relationship management, and experience with project management software and tools
• Excellent writing and proofreading skills
• Natural curiosity, interest in venture capital, and an analytical mindset