Executive Assistant/Receptionist – Investment Firm

Career Group; New York (NY); On-site; USD 80,000 - 95,000; Full time

Benefits offered by this job

Fully paid benefits

Job summary

Career Group in New York's Midtown Manhattan is seeking an Executive Assistant / Receptionist to support two Partners and the broader team. This hands-on role covers calendar management, travel arrangements, office operations, and front-desk duties in a collaborative, fast-paced environment.

You will handle meetings, coordinate vendors, supervise day-to-day office logistics, and contribute to events. The role blends executive support with hospitality and office coordination, requiring

Qualifications

• 3+ years of Executive Assistant experience, ideally in financial services or corporate setting.
• Strong calendar management and travel coordination experience.
• Excellent organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and pivot quickly in a fast-paced environment.
• Proactive with the ability to anticipate needs and solve problems independently.
• Comfortable interacting with senior executives, vendors, and visitors.

Responsibilities

• Provide primary administrative support to Partners, including complex calendar management and meeting coordination.
• Coordinate calendars across multiple time zones and arrange domestic travel.
• Take ownership of day-to-day office operations and reception duties.
• Support team with events, vendor relations, and logistics.
• Prepare materials, agendas, and maintain files.

Skills

Calendar management

Travel coordination

Office administration

Vendor coordination

Communication

Tools

MS Office (Outlook, Excel)

Job description

Executive Assistant/Receptionist – Investment Firm | Midtown Manhattan

$80,000–$95,000 base DOE + discretionary bonus + fully paid benefits

Monday – Friday in office, typical hours: 9am-5pm

A highly regarded investment firm is seeking a proactive, and highly organized Executive Assistant / Receptionist to join its collaborative administrative team. This is a dynamic, hands-on position supporting two Partners while providing lighter administrative support to a few additional team members + taking ownership of day-to-day office operations.

The ideal candidate enjoys a role where no two days look exactly the same. This person will sit at the reception desk and serve as a welcoming first point of contact for the office. The role is highly interactive and will regularly involve moving throughout the office, coordinating with the broader team, managing vendors, handling logistics, and jumping in wherever needed. The firm offers a warm, team-oriented culture with a wonderful administrative team.

Key Responsibilities

Executive Support

• Provide primary administrative support to Partners, including complex calendar management and meeting coordination
• Manage calendars across multiple time zones and coordinate with internal and external executives and their assistants
• Arrange travel (primarily domestic), including flights, accommodations, ground transportation, and detailed itineraries
• Monitor travel logistics and assist with changes or issues that may arise outside of core business hours
• Serve as a thoughtful gatekeeper for the Partners, effectively prioritizing meetings, requests, and access to their time
• Prepare and process expense reports and maintain supporting documentation
• Maintain contact lists, travel profiles, memberships, subscriptions, and other administrative records
• Prepare agendas, meeting materials, presentations, and other documents as needed
• Maintain organized electronic and paper files
• Assist with special projects, research, and data compilation as requested

Additional Team Support

• Partner with the administrative team on Board dinners, holiday events, offsites, and other firm gatherings
• Coordinate vendors, reservations, catering, transportation, and other event logistics
• Provide hands-on support before, during, and after firm events as needed

Office Management & Reception

• Serve as the first point of contact for visitors, warmly greeting guests and escorting them to conference rooms
• Answer and route incoming calls; phone volume is relatively light
• Take ownership of general office operations and help ensure the office remains organized, stocked, and running smoothly
• Order and maintain office and pantry supplies, including inventory management and restocking
• Manage catering needs for meetings and events
• Coordinate incoming and outgoing mail, FedEx, messenger services, and deliveries
• Serve as a point of contact for office vendors and building management
• Coordinate conference rooms and assist with meeting setup
• Proactively identify office needs and jump in wherever additional support is required

Qualifications

• 3+ years of Executive Assistant experience, ideally within financial services, professional services, or another corporate environment
• Strong experience with calendar management and travel coordination
• Excellent organizational skills and exceptional attention to detail
• Ability to manage multiple priorities and pivot quickly in a fast-paced environment
• Proactive mentality with the ability to anticipate needs and solve problems independently
• Comfortable interacting with senior executives, external contacts, vendors, and visitors
• Strong judgment and discretion when handling confidential information
• Team-oriented with a genuine willingness to pitch in across responsibilities
• Proficiency with Microsoft Office, including Outlook and Excel

This is an excellent opportunity for an Executive Assistant who enjoys being at the center of a small, collaborative office and is looking for a role that combines executive support, office management, hospitality, and team coordination within a warm and highly professional environment.