Executive Assistant & Office Manager — Midtown Investment

HRB; New York (NY); On-site; USD 80,000 - 100,000; Full time

Benefits offered by this job

401(k) with match

Health insurance

Paid holidays

Vacation days

Job summary

HRB, a small investment firm in Midtown Manhattan, seeks an organized Executive Assistant & Office Manager to support a four-person team and manage daily office operations. The role involves calendars, document handling, vendor oversight and confidential information management in a fast-paced environment.

The position is on-site, five days a week in Midtown, offering a competitive salary and a comprehensive benefits package, including health insurance, a 401(k) with match, vacation days, sick

Qualifications

• Exceptional organizational skills with strong attention to detail and follow‑through.
• Highly dependable, proactive and comfortable taking ownership of responsibilities.
• Ability to manage multiple priorities and support several individuals simultaneously.
• Strong written and verbal communication skills.
• Resourceful and solutions‑focused, with the ability to identify and address issues before they escape.

Responsibilities

• Manage calendars, meetings and scheduling for four team members, including coordination with portfolio companies, outside investors, boards and counsel.
• Coordinate meeting logistics, including invitations, video links, conference rooms, rescheduling, guest arrivals and technology setup.
• Manage documents and signatures, including compliance packets, engagement letters, vendor contracts and fee‑related paperwork.
• Route documents to appropriate parties, track outstanding signatures and ensure timely follow‑through with outside accountants and counsel.
• Coordinate monthly corporate card reconciliation with the outside finance team, including receipts, expense reports and payment follow‑ups.
• Oversee day‑to‑day office operations, including building and facilities matters, cleaning, IT and phone vendors, insurance certificates, software administration and supplies.
• Manage logistics and administrative needs related to outside boards and a family foundation, including meetings, questionnaires, RSVPs and paperwork.
• Serve as backup to the Personal Assistant as needed, assisting with reservations, appointments, errands, vendor follow‑ups and changes to travel arrangements.
• Maintain organized and accurate records to ensure seamless handoffs between office and household‑related responsibilities.
• Utilize AI tools for routine scheduling, reminders, research and administrative tasks, while reviewing outputs for accuracy and exercising judgment when needed.
• Identify issues proactively, communicate concerns early and take ownership of resolving problems.
• Handle sensitive financial and personal information with the highest level of discretion and confidentiality.
• Serve as a reliable and consistent presence in the office, ensuring day‑to‑day operations run smoothly.

Skills

Organizational skills

Attention to detail

Communication skills

Discretion

Multitasking

Independence

AI tools

Tools

Video conferencing tools

Document management

Job description

HRB, a small investment firm in Midtown Manhattan, seeks an organized Executive Assistant & Office Manager to support a four-person team and manage daily office operations. The role involves calendars, document handling, vendor oversight and confidential information management in a fast-paced environment.

The position is on-site, five days a week in Midtown, offering a competitive salary and a comprehensive benefits package, including health insurance, a 401(k) with match, vacation days, sick