Executive Assistant/Office Manager at Hedge Fund (4 weeks paid vacation)

C-Suite Assistants; New York (NY); Hybrid; USD 95,000 - 140,000; Full time

Benefits offered by this job

Lunch provided

Bonus

Benefits incl. medical/dental/vision

401K

Paid vacation 4 weeks

Summer Fridays remote

Last 2 weeks Aug remote

Job summary

C-Suite Assistants is hiring an Executive Assistant/Office Manager to support two executives and one analyst in a fast-paced hedge fund environment.

The role is primarily in-office in New York's Flatiron District, with Summer Fridays remote and the last two weeks in August remote. You will coordinate calendars, travel, events, and office operations while maintaining confidentiality and a professional demeanor.

Qualifications

• Minimum 5 years of experience supporting executives.
• BA/BS from college or university.
• Excellent Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage and coordinate calendars for 2–3 executives + 1 analyst.
• Help with meeting setups, locations, and materials.
• Arrange travel and logistics; ensure detail accuracy.
• Plan and coordinate firm-wide events and team activities.
• Assist with expense reconciliation and vendor coordination.
• Provide IT coordination with external IT provider as needed.
• Greet guests and escort them to meetings; manage mail and deliveries.
• Oversee pantry restocking and catering orders.
• Support office needs and morale; off-hours availability as needed.

Skills

Calendar management

Executive support

Event coordination

Travel logistics

Confidentiality

Education

BA/BS degree

Tools

Microsoft Office

Outlook

Excel

PowerPoint

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
• Outstanding communication skills

• 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.

Hours: 8am-6pm