Executive Assistant Office Manager (4 WEEKS PAID VACATION)

C-Suite Assistants; New York (NY); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Lunch provided

Bonus

Benefits

401K

4 weeks Paid Vacation

Summer Fridays remote

Last 2 weeks in August remote

Medical, dental, vision insurance

Job summary

C-Suite Assistants in New York's Flatiron District is seeking an Executive Assistant/Office Manager to support two executives and an analyst, managing calendars, travel, meetings, and office operations in a fast-paced hedge fund setting.

This in-office role offers Summer Fridays remote and the last two weeks in August remote, with a collaborative culture, event planning, and strong emphasis on discretion and professional conduct.

Qualifications

• Minimum of 5 years of experience supporting an executive.
• BA/BS degree from a college or university.
• Excellent Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication abilities.
• Able to build trusted relationships with team and external stakeholders.
• Confidentiality and discretion when supporting leadership.
• Dynamic, proactive, and comfortable in a fast-paced environment.
• Polished, professional demeanor when interacting with high-level executives.

Responsibilities

• Manage and coordinate calendars for 2–3 executives + 1 analyst.
• Plan meetings, confirm locations, and prepare materials.
• Coordinate travel details and calendar logistics.
• Foster relationships with analysts and office staff for task execution.
• Build team morale and support office needs.
• Assist with expense reconciliation.
• Coordinate IT support with external provider.
• Handle adhoc administrative duties as needed.
• Plan firm-wide events: venue, catering, vendors, invites, budgets, logistics.
• Arrange internal/external lunches and accommodate dietary needs.
• Greet guests and escort them to conference rooms (3–5 per day).
• Manage mail deliveries and pantry restocking.
• Monitor office pulse to anticipate events that relieve stress.
• Some off-hour availability required.

Skills

Executive support

Communication skills

Confidentiality

Relationship building

Professional demeanor

Education

BA/BS degree

Tools

Microsoft Office

Job description

A hedge fund is looking for an Executive Assistant/Office Manager to support 2 executives and 1 analyst. The firm is located in the Flatiron District. There are no phones to answer. Employees use cell phones. The role is in-office except for Summer Fridays (remote) and the last 2 weeks in August remote. The firm provides AI training. The office has a tight-knit collaborative culture and is scaling up. Looking for a team player with a positive outlook.

About the Job:

• Manage and coordinate complex calendars for 2-3 executives + 1 investment analyst
• Assist with meeting setups, including confirming locations and ensuring relevant materials are prepared.
• Ensure travel details are added to calendars, and all necessary logistics are in place.
• 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
• Assist with expense reconciliation
• Manage IT support requests and coordinate with the external IT provider
• Handle ad-hoc administrative duties to support the team as needed
• 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
• Set up internal and external lunches, ensuring all dietary needs and preferences are met.
• Greet guests, ensure they are properly welcomed, and escort them to conference rooms, at most 3-5 people per day
• Handle incoming mail and deliveries, ensuring efficient distribution to the appropriate team members.
• Manage pantry restocking, including coordinating catering orders and maintaining inventory
• Have a grasp on the pulse of the office and when an event might be needed to relieve any employee stress
• Some off-hour availability required

About You:

• Minimum of 5 years of experience supporting an executive
• BA/BS from a college or university
• Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• Strong communication skills: written and verbal
• Able to build trusted relationships with our team and external stakeholders
• Comfortable communicating with investors
• Understand the importance of confidentiality and trust when supporting a CEO
• Dynamic and proactive comfortable in a fast-paced environment.
• Polished, professional demeanor and the gravitas to interact with high-level executives

Salary, Lunch provided, Bonus, Benefits, individual plan paid 100% by firm (medical, dental vision), 401K,

4 weeks Paid Vacation, Summer Fridays remote, Last 2 weeks in August remote.