Executive Assistant Office Manager

Ardan Equity; West Palm Beach (FL); Hybrid; USD 85,000 - 120,000; Full time

Job summary

Ardan Equity in West Palm Beach seeks an Executive Assistant & Office Manager to support the two Managing Partners and run the WPB office. The role handles calendar management, travel logistics, expense administration and front-office operations in a fast-paced, deal-driven environment.

Ideal candidates bring 8–10 years of executive support, strong communication skills and experience with confidential information.

Qualifications

• 8–10 years of executive assistant or office management experience in professional services or transaction-oriented environments.
• Experience directly supporting senior executives, partners or principals.
• Excellent calendar management and multi-stakeholder coordination skills.
• Ability to adapt to rapidly changing priorities and high-volume workstreams.
• Strong travel planning and expense management capabilities.
• Proven discretion handling confidential information.

Responsibilities

• Own complex, high-volume calendar management for two Managing Partners across internal and external stakeholders.
• Coordinate domestic and international travel, including itineraries and changes.
• Prepare and submit expense reports; manage team-wide expense processes.
• Coordinate meetings, logistics, and conferencing needs from scheduling to completion.
• Manage day-to-day office operations for the West Palm Beach office and vendor relationships.
• Provide administrative support to investment team as needed during active transactions.

Skills

Calendar management

Travel coordination

Expense management

Office management

Executive support

Vendors management

Confidential information handling

Strong communication

Prioritization under pressure

Microsoft Outlook / Office

Tools

Microsoft Outlook

Microsoft Office

Video conferencing tools

Job description

COMPANY OVERVIEW

Ardan Equity is a sector-specialized private equity firm focused exclusively on healthcare and life sciences software, AI, and data. The firm partners closely with founders and management teams to accelerate growth and build differentiated, market-leading platforms. Drawing on experience as founders, operators, and investors, Ardan has helped establish key healthcare software pillars across life sciences, payer, provider, and employer markets. The team leverages proprietary growth strategies, a trusted network, and proven executives to drive strong risk-adjusted performance. Additional information is available at www.ardanequity.com.

ROLE SUMMARY

The Executive Assistant & Office Manager will provide executive and administrative support across Ardan’s investment team, with primary responsibility for the firm’s two Managing Partners, while also managing the day-to-day operations of Ardan’s West Palm Beach office.

Ardan operates a high-velocity, deal-oriented private equity business. Calendars and priorities change frequently as transactions, portfolio company matters, fundraising, investor meetings and travel develop. The person in this role must be comfortable operating at that pace, quickly reprioritizing and keeping multiple people and workstreams organized without losing track of details.

This is an execution-focused position. The majority of the role consists of calendar management, travel coordination, expense administration, meeting logistics, correspondence and the other administrative work required to keep a busy investment team moving. Calendar management for the Managing Partners is the highest-priority responsibility, followed by travel and expense administration. The role will also provide scheduling and administrative support to other members of the investment team as needs arise.

The office management component includes responsibility for the practical day-to-day operation of Ardan’s West Palm Beach office. The successful candidate will have meaningful ownership over how the Managing Partners’ time, the investment team’s administrative needs and the office itself function.

KEY RESPONSIBILITIES

Executive & Investment Team Support

• Own complex, high-volume calendar management for Ardan’s two Managing Partners, coordinating meetings across investors, portfolio company executives, investment bankers, advisors, deal counterparties, management teams and internal colleagues.
• Understand the Managing Partners’ priorities sufficiently to make practical scheduling decisions, protect time where appropriate, anticipate conflicts and rapidly reorganize calendars as transaction and firm priorities change.
• Provide scheduling and administrative support across the investment team, particularly during active transactions, portfolio company activity, fundraising, conferences and other periods of increased activity.
• Coordinate domestic and international travel for the Managing Partners and investment professionals as needed, including flights, hotels, ground transportation, itineraries and changes while traveling.
• Respond quickly to changing travel and scheduling requirements. Deal activity frequently creates last-minute changes, and the role requires someone comfortable resolving them without significant direction.
• Prepare and submit expense reports for the Managing Partners and coordinate expense administration across the investment team as needed, including receipt collection, coding, reconciliation and timely submission.
• Coordinate meetings and calls from scheduling through completion, including invitations, conference rooms, video conferencing, materials, catering and other logistics.
• Provide routine administrative support including document preparation and formatting, printing, scanning, signatures, mailing and shipping, contact management, reservations, conference registration and maintenance of recurring administrative records.
• Assist with email and correspondence administration as requested, including scheduling-related communications, routine correspondence and follow-up on outstanding administrative items.
• Maintain contact information and help coordinate interactions with the firm’s LPs, portfolio executives, advisors, bankers and other important external relationships.
• Anticipate administrative needs around transactions, board meetings, portfolio company activity, fundraising and travel rather than waiting for each task to be assigned.
• Exercise appropriate discretion in handling confidential information relating to transactions, investors, portfolio companies, personnel and the Managing Partners.

Office Management

• Manage the day-to-day operation of Ardan’s West Palm Beach office and serve as the primary point of coordination for routine office needs.
• Maintain office supplies, snacks, beverages and other consumables, including monitoring inventory, placing orders and keeping common areas and meeting spaces properly stocked.
• Prepare conference rooms and office spaces for internal and external meetings, including technology, materials, catering and room setup.
• Welcome and coordinate management teams, investors, advisors, bankers and other visitors and ensure meetings are appropriately supported.
• Coordinate with building management and outside vendors regarding facilities, cleaning, repairs, technology, deliveries, furniture and other office requirements.
• Manage office-related vendors and recurring services, monitor service quality and coordinate invoices and administrative follow-up.
• Coordinate team meals, internal meetings, firm events and other office logistics as required.
• Identify routine operational issues before they become distractions for the investment team and take responsibility for getting them resolved.

Administrative Coordination & Execution

• Maintain organized systems for recurring administrative responsibilities, deadlines, reservations, travel, expenses and office requirements.
• Track open administrative items and follow through with internal and external parties until completion.
• Manage multiple simultaneous requests from the Managing Partners and investment team, understanding what is urgent, what can wait and when priorities have changed.
• Operate comfortably in a business where schedules, transaction timelines and priorities can change several times in the course of a day.
• Maintain accuracy and follow-through despite the pace of activity. Speed is important, but tasks still need to be completed correctly and closed out.
• Work closely with the Managing Partners and investment professionals to improve scheduling, travel, meeting and office processes where practical.

CANDIDATE PROFILE

• 8–10 years of executive assistant, office management or comparable administrative experience, preferably within private equity, investment banking, asset management, financial services or another transaction-oriented professional services environment.
• Significant experience directly supporting senior executives, partners or principals while also working with the needs of a broader professional team.
• Exceptional calendar management skills and demonstrated ability to coordinate a high volume of internal and external meetings involving multiple senior stakeholders.
• Experience working in an environment where priorities change quickly, requests are time-sensitive and multiple workstreams are active simultaneously. Prior experience supporting investment, transaction or deal teams is particularly relevant.
• Strong travel planning and expense management experience, including comfort managing changes, cancellations and last-minute requirements.
• Experience managing the practical operations of a professional office, including facilities, vendors, supplies, visitors and meeting logistics.
• Highly organized with strong attention to detail and consistent follow-through. Able to manage multiple calendars, deadlines and administrative workstreams without losing track of routine responsibilities.
• Strong written and verbal communication skills and professional judgment when interacting with investors, executives, portfolio companies, advisors and other external parties.
• Comfortable with the administrative nature of the position. This role is designed for someone who takes ownership and satisfaction in excellent execution, organization and service rather than someone seeking a strategic, investment or analytical position.
• Strong proficiency with Microsoft Outlook, Microsoft Office and standard business productivity and video conferencing tools.
• Able to handle confidential information with discretion and sound judgment.
• Based in or able to work from West Palm Beach, Florida. The position will begin remotely and transition to regular in-office work within twelve months.