Executive Assistant/Office Coordinator at Katonah Finance Firm

HRB; Town of Bedford (NY); On-site; USD 90,000 - 115,000; Full time

Benefits offered by this job

Bonus eligible

Three weeks PTO

100% employer-paid medical, dental, a​

401(k) eligibility after one year

Job summary

Katonah Finance Firm in Northern Westchester is seeking an Executive Assistant / Office Coordinator to support three senior executives and oversee day-to-day office operations with a high level of professionalism.

This in-office role requires four days per week on site, welcoming clients and coordinating meetings, events, and CRM tasks while driving team efficiency with smart use of technology and AI tools.

Qualifications

• 3–8 years of executive support, office coordination, office management, workplace experience, or related administrative experience.
• Bachelor's degree preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Polished, professional, and client-facing demeanor.
• Hospitality-oriented mindset with a commitment to providing exceptional service.
• Tech-savvy with the ability to quickly learn new systems and tools.
• Comfortable utilizing AI and technology to improve workflow and efficiency.
• Strong sense of urgency, follow-through, and accountability.
• Ability to manage multiple priorities in a fast-paced environment.
• Resourceful, proactive, and eager to contribute beyond the scope of the role.

Responsibilities

• Provide administrative support to three senior executives, including calendar management, meeting coordination, and scheduling.
• Serve as the face of the office by greeting visitors, clients, and guests with professionalism and warmth.
• Manage incoming calls and general office communications.
• Coordinate conference rooms, meetings, catering, and client hospitality.
• Oversee office supplies, snacks, inventory, and vendor relationships.
• Manage incoming and outgoing mail, packages, and deliveries, including identifying and escalating time-sensitive items.
• Assist with CRM maintenance, data entry, and administrative reporting.
• Support client-related administrative processes and portfolio administration.
• Coordinate office events, team gatherings, and special projects.
• Partner with leadership to ensure the office operates efficiently and professionally.
• Anticipate needs, take initiative, and proactively identify opportunities to improve processes and workflows.
• Provide ad hoc support across the team as needed.

Skills

Executive support

Organization

Communication

Tech-savvy

AI tools

Multitasking

Education

Bachelor's degree

Tools

CRM software

Office productivity tools

Job description

Executive Assistant/Office Coordinator at Katonah Finance Firm

Our client, a boutique wealth management and family office firm located in Northern Westchester, is seeking a polished and proactive Executive Assistant / Office Coordinator to provide administrative support to three senior executives while helping oversee the day-to-day operations of the office. With a reputation for exceptional client service and a highly personalized approach, the firm serves high-net-worth individuals and families through investment management, financial planning, and family office services.

This is an excellent opportunity for a bright, ambitious administrative professional who enjoys wearing multiple hats and serving as a key member of a collaborative team. The ideal candidate is organized, resourceful, hospitality-minded, and excited to leverage technology and AI tools to drive efficiency and support the firm\'s continued growth. This position is based in the firm\'s Northern Westchester office and requires an in-office presence four days per week.

RESPONSIBILITIES

• Provide administrative support to three senior executives, including calendar management, meeting coordination, and scheduling
• Serve as the face of the office by greeting visitors, clients, and guests with professionalism and warmth
• Manage incoming calls and general office communications
• Coordinate conference rooms, meetings, catering, and client hospitality
• Oversee office supplies, snacks, inventory, and vendor relationships
• Manage incoming and outgoing mail, packages, and deliveries, including identifying and escalating time-sensitive items
• Assist with CRM maintenance, data entry, and administrative reporting
• Support client-related administrative processes and portfolio administration
• Coordinate office events, team gatherings, and special projects
• Partner with leadership to ensure the office operates efficiently and professionally
• Anticipate needs, take initiative, and proactively identify opportunities to improve processes and workflows
• Provide ad hoc support across the team as needed

REQUIREMENTS

• 3–8 years of executive support, office coordination, office management, workplace experience, or related administrative experience
• Bachelor\'s degree preferred
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Polished, professional, and client-facing demeanor
• Hospitality-oriented mindset with a commitment to providing exceptional service
• Tech-savvy with the ability to quickly learn new systems and tools
• Comfortable utilizing AI and technology to improve workflow and efficiency
• Strong sense of urgency, follow-through, and accountability
• Ability to manage multiple priorities in a fast-paced environment
• Resourceful, proactive, and eager to contribute beyond the scope of the role
• Looking for a long-term opportunity with room for growth and increased responsibility

SALARY

• Base salary: $90,000–$115,000
• Bonus eligible
• Three weeks PTO
• 100% employer-paid medical, dental, and vision coverage
• 401(k) eligibility after one year

About the Opportunity

This is a highly visible role within a close-knit and collaborative organization where the Executive Assistant / Office Coordinator will serve as a trusted partner to leadership and an integral member of the team. The firm is seeking someone who is eager to build a career, embrace new technologies, take ownership, and contribute to a culture centered around excellence, service, and teamwork.