Executive Office Coordinator – Finance (NYC)

Rare Bird Recruiting, LLC; New York (NY); Hybrid; USD 135,000 - 165,000; Full time

Benefits offered by this job

Fully employer-paid benefits

20 days PTO

10 paid holidays

401(k)

Job summary

A Midtown Manhattan investment firm with $3B AUM seeks a polished Junior Office Administrator to support day-to-day operations in the New York office. You will report to the office manager and help senior leadership maintain an exceptional workplace while coordinating calendars, travel, and communications.

The role requires a college degree, 5+ years in financial services administration, strong Microsoft Office skills, and a proven ability to deliver accurate, timely results in a fast-paced

Qualifications

• College degree required.
• 5+ years of administrative or office experience in financial services or similar.
• Familiarity with office management software and document management systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.

Responsibilities

• Answer and direct incoming phone calls and greet clients and visitors professionally.
• Schedule meetings, maintain executive and team calendars, and coordinate conference room bookings.
• Prepare, organize, and file financial documents, reports, and correspondence.
• Perform data entry and maintain accurate electronic and paper records.
• Process incoming and outgoing mail, packages, and courier services.
• Order and maintain office supplies and coordinate with vendors.
• Assist with preparing presentations, reports, and meeting materials.
• Coordinate travel arrangements and expense reports for staff.
• Ensure office equipment is functioning properly and arrange maintenance if needed.
• Maintain confidentiality when handling sensitive financial and client information.
• General administrative support to executives, financial advisors, and office staff.

Skills

Strong communication

Organizational skills

Time management

Attention to detail

Customer service

Professional demeanor

Education

College degree

Tools

Microsoft Office Suite

Job description

A Midtown Manhattan investment firm with $3B AUM seeks a polished Junior Office Administrator to support day-to-day operations in the New York office. You will report to the office manager and help senior leadership maintain an exceptional workplace while coordinating calendars, travel, and communications.

The role requires a college degree, 5+ years in financial services administration, strong Microsoft Office skills, and a proven ability to deliver accurate, timely results in a fast-paced