Administrative Assistant and Office Manager

PermCap; New York (NY); Sur place; USD 70 000 - 110 000; Plein temps

Résumé du poste

Permcap is seeking a detail-oriented Assistant and Office Manager to support firm partners in NYC. You will manage complex calendars, coordinate travel across time zones, and oversee the NYC office's day-to-day operations with discretion.

Ideal candidates have 3+ years of senior-executive support experience in finance or a related field, strong communication skills, and notary certification is preferred or willing to obtain one.

Qualifications

• 3+ years supporting senior executives in finance, investment, or similar
• Experience managing complex calendars across time zones
• Experience coordinating domestic and international travel
• Experience overseeing office operations and facilities
• Strong written and verbal communication skills
• Notary Public certification preferred or willingness to obtain

Responsabilités

• Provide high-level executive support to firm partners in NYC
• Manage multiple executives' calendars and travel arrangements
• Coordinate domestic and international travel itineraries
• Oversee day-to-day NYC office operations and vendor relations
• Handle ad hoc requests and discreet executive communications

Connaissances

Executive support

Calendar management

Travel coordination

Office operations

Vendor management

Discretion

Communication

Outils

Notary Public

Description du poste

Company Description: Our Firm, founded in 2011, is a multi-family office and institutional asset manager, managing approximately $4 billion on behalf of endowments, foundations, non-profits, and high-net-worth families. Our Firm invests across the entire asset class spectrum, spanning equity, fixed income, and alternative investments, in vehicles ranging from ETFs/Mutual Funds, Limited Partnerships (LPs), custom separate accounts, and public and private co-investments. The firm employs 18 people full-time and has offices in New York City and Charleston South Carolina.

Role Description: The Assistant and Office Manager provides high-level administrative and operational support to firm partners while ensuring the smooth day-to-day functioning of the NYC office. This role requires exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Provide high-level executive support to firm partners, delivering near 24/7 availability in a fast-paced, high-stakes environment
• Manage complex calendars and scheduling across multiple executives, time zones, and priorities
• Coordinate domestic and international travel, including flights, accommodations, itineraries, and last-minute changes
• Serve as primary manager of the NYC office, overseeing day-to-day operations and ensuring a seamless in-office experience
• Lead vendor management, including sourcing, onboarding, relationship management, issue resolution, and billing
• Handle ad hoc requests and personal administrative tasks for firm partners with discretion and efficiency
• Maintain discretion while handling sensitive information and executive communications

Qualifications:

• Strong interest in faith-based communities and the ability to engage with them authentically and respectfully.
• 3+ years of experience supporting senior executives in a fast-paced, professional environment (finance, investment, or similar preferred)
• Proven ability to manage complex calendars, scheduling, and travel logistics across multiple stakeholders and time zones
• Experience managing office operations, including vendor relationships and day-to-day facilities needs
• Exceptional organizational skills with the ability to juggle competing priorities and shift seamlessly as needs change
• Strong written and verbal communication skills
• Notary Public certification preferred, or willingness to obtain certification upon hire

Why Join Us: Join a dynamic investment firm where you'll play a critical role supporting senior partners and shaping the day-to-day operations of the business. This is an opportunity for someone who thrives in a high-accountability environment and enjoys being at the center of the action.