Executive Administrative Assistant Office Manager

Glocap Search; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

An Investment Management Firm in New York City seeks a highly organized Administrative/Executive Assistant & Office Manager to support three executives and oversee daily office operations. Responsibilities include complex calendar management, travel logistics, front desk coverage, vendor coordination, supply ordering, IT coordination, expense reconciliation, and planning firm-wide events.

The ideal candidate holds a Bachelor's degree, 2-4+ years in a related role (financial services a plus), and

Qualifications

• Bachelor's degree required.
• 2-4+ years' experience in Administrative Assistant/Office Manager or adjacent role, supporting a team.
• Financial services experience is a plus.
• Strong attention to detail and exceptional organizational skills.
• Ability to handle high-volume scheduling, logistics, and communication efficiently.
• Must be proactive and anticipate executives' needs in a fast-paced environment.
• Outstanding interpersonal and communication skills with a collaborative approach.

Responsibilities

• Calendar and Scheduling Support for 2-3 executives and 1 investment analyst.
• Travel coordination and logistics planning.
• Office and administrative support, including guest reception, mail, meals, inventory, and IT coordination.
• Expense reconciliation and ad-hoc duties to support the team.
• Event planning for firm-wide gatherings and client/investor events.

Skills

Calendar management

Travel coordination

Office management

Event planning

Education

Bachelor's degree

Job description

Our client, an investment management firm, is seeking a highly organized, proactive, and detail-oriented Administrative/Executive Assistant & Office Manager to support three executives and oversee the day-to-day operations of its New York City office. This individual will be responsible for complex calendar management, travel coordination, front desk coverage, vendor management, supply and equipment ordering, building and facilities coordination, new hire workstation setup, and firm-wide event planning. The ideal candidate will possess exceptional organizational and communication skills, anticipate the needs of executives, and thrive in a fast-paced, collaborative environment.

COMPANY: Investment Management Firm

LOCATION: New York, NY

HOURS: 8am - 6pm (with flexibility to check emails after hours)

OFFICE REQUIREMENTS: 5 days in office (Summer Fridays from Memorial Day – Labor Day)

BACHELOR'S DEGREE REQUIRED: Required

Responsibilities of the Administrative/Executive Assistant & Office Manager:

Calendar and Scheduling Support

• -Manage and coordinate complex calendars for 2-3 executives and 1 investment analyst.
• -Assist with meeting setups, including confirming locations and ensuring relevant materials are prepared.

Travel Coordination

• -Ensure travel details are added to calendars, and all necessary logistics are in place.

Office and Administrative Support

• -Greet guests, ensure they are properly welcomed, and escort them to conference rooms.
• -Handle incoming mail and deliveries, ensuring efficient distribution to the appropriate team members.
• -Set up internal and external lunches, ensuring all dietary needs and preferences are met.
• -Manage pantry restocking, including coordinating catering orders and maintaining inventory.
• -Manage IT support requests and coordinate with the external IT provider.
• -Assist with expense reconciliation.
• -Handle ad-hoc administrative duties to support the team as needed.

Collaboration and Team Support

• -Develop relationships with the Analysts and office staff to ensure quick and efficient execution of tasks.
• -Take initiative in building team morale and supporting office needs.

Event Planning

• -Plan and coordinate firm-wide events, including holiday gatherings, team offsites, team happy hours, client and investor events, and recurring all-hands meetings.
• -Manage venue selection, catering, vendor contracts, invitations, RSVPs, budgets, and day-of logistics.
• -Partner with leadership to align events with firm priorities and follow up afterward on feedback and expenses.

Requirements of the Administrative/Executive Assistant & Office Manager:

• -Bachelor's degree required.
• -2-4+ years' experience in an Administrative Assistant/Office Manager or adjacent role supporting a team; financial services experience is a plus.
• -Strong attention to detail and exceptional organizational skills.
• -Ability to handle high-volume scheduling, logistics, and communication efficiently.
• -Must be proactive and able to anticipate the needs of the executives and prioritize in a fast-paced environment.
• -Outstanding interpersonal and communication skills with a collaborative, team-oriented approach.
• -A genuine interest in building relationships with team members and taking initiative when needed.
• -Verifications of identity, education, prior employment, and references may be required.