Office Coordinator / Executive Assistant

Partners Capital; New York (NY); On-site; USD 110,000 - 120,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with employer matching

Flexible spending accounts

Volunteer day

Job summary

Partners Capital seeks an Office Coordinator / Executive Assistant to support the NY Office, reporting to the NY Office Manager. You will handle calendars, travel, reception, and daily admin tasks for a fast-growing team in New York, NY.

The role requires proactive, self-starting professionals with strong organizational and communication skills, comfortable in a fast-paced environment with a small team.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum 3 years of direct admin support for senior-level team members.
• Minimum 3 years in a reception/concierge role.
• Excellent organization, prioritization, and communication skills.

Responsibilities

• Manage complex calendars and schedule meetings (in person and virtual).
• Prioritize calendar updates and keep leadership on schedule.
• Coordinate travel arrangements domestically and internationally.

Skills

Calendar management

Travel planning

Reception/visitor management

Phone/email handling

MS Office proficiency

Education

Bachelor’s degree or equivalent

Tools

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

Locations

New York, 1330 Avenue of the Americas, 22nd Floor, New York, NY 10019, USA

Compensation

Pay or shift range: $110,000 USD to $120,000 USD. This base salary range is specific to individuals applying to this role and takes into account a number of factors. The base salary offered will be determined based on experience, skills, training, certifications, and education. Decisions will be determined on a case‑by‑case basis. The base salary is one element of our competitive compensation package. In addition to the base salary, this position may be eligible for performance‑based incentives.

Position Description

We are seeking an Office Coordinator / Executive Assistant to join our Business Operations Team based in New York, NY. This individual will report to the NY Office Manager and will provide administrative support to senior team members, manage the reception desk, and share operational support responsibilities in Partners Capital’s ~40 person New York office. Responsibilities of this individual will include handling day‑to‑day calendar, meeting, and expense management, travel planning, reception and visitor management, printing and binding, as well as additional daily and ongoing administrative tasks. As a fast growing, 400+ person company, we are seeking someone who is motivated, a self‑starter, adaptable, and comfortable working with a small team in an extremely fast‑paced, ever‑changing entrepreneurial environment.

Key responsibilities include, but are not limited to:

Executive Assistant Support to Leadership

• Provide general administrative support, including: managing complex calendars, booking conference rooms for internal and external meetings both in‑person and virtual, answering phones and screening incoming calls, setting up conference calls and video conference meetings, etc.
• Prioritize Outlook calendar management on behalf of supported Partners, proactively inform them of meeting changes and ensure they stay on schedule throughout the day.
• Liaise with other Business Operations team members to coordinate and manage meeting logistics, including booking meeting rooms and providing catering as needed.
• Coordinate all aspects of domestic and international travel (air, ground, reservations, and lodging).
• Manage payment and tracking of meeting and itinerary changes.
• Organize logistics for travel and meetings (e.g., conference registrations, meeting rooms, cars, transportation, etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials).

Reception and Office Operations

• Handle incoming calls, taking and passing on messages in a timely manner, dealing with calls where appropriate and ensuring urgent calls are dealt with immediately.
• Escalate important and urgent items for appropriate action as needed.
• Welcome visitors.
• Manage all incoming/outgoing mail, packages, and deliveries.
• Utilize effective judgement in handling mail, email, correspondence, confidential material, and requests.
• Manage conference room calendars and proactively resolve scheduling conflicts.
• Prepare and maintain meeting rooms.
• Provide food and beverages for guests and for meetings as needed.
• Ensure that office provisions/snack inventory are aligned with budget.
• Assist with restocking and keeping the kitchen, copy room, and general office space tidy.
• Participate in the planning and execution of events and special, ad hoc projects as needed.

Facilities and Coordination

• Arrange for visitor and vendor access with security and building management in a timely manner.
• Partner with building management on maintenance/service requests.
• Help communicate and facilitate office needs with the proper channels.

Compliance Expectations

• Responsible for ensuring all information security processes, policies, and procedures are adhered to and any issues or concerns are raised with the Cyber Security team.
• Ensure full compliance with all local data protection regulations and privacy controls and any related issues are raised via the appropriate channels.

Key responsibilities will be regularly assessed and are subject to change from time to time based on the needs of the business. The individual may be required to work overtime as needed.

Qualifications / Attributes

• Bachelor’s degree or equivalent work experience required.
• Minimum of 3 years of experience with direct administrative support of senior‑level team members preferred.
• Minimum of 3 years of experience in a reception or concierge role preferred.
• Excellent organization, prioritization, written/verbal communication, and analytical skills.
• Ability to multitask in a fast‑paced environment.
• Strong interpersonal and customer service skills.
• Possess a high level of emotional intelligence and a friendly disposition.
• Proactive with strong attention to detail.
• High degree of professionalism and sound judgment with understanding of when and how to elevate issues.
• Ability to handle sensitive information with discretion and confidentiality.
• Solution oriented and able to work independently and as part of a team.
• High proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook).
• Able to lift and stock office supplies and pantry items.

Benefits and Compensation

Partners Capital is committed to being a great place to work. We are focused both on wellbeing and professional growth. You can expect professional development and career progression opportunities, competitive compensation, exceptional benefits, and a flexible “results‑focused” working model. Our benefits package includes medical, dental, and vision insurance, short and long‑term disability insurance, life insurance, flexible spending accounts, commuter benefits, paid time off and a 401(k) plan with employer matching. The Firm also supports global philanthropy via a charity program and volunteer day. In addition, we champion a variety of wellness and social events. We also support the pursuit of professional certifications such as the Chartered Financial Analyst (CFA), Chartered Alternative Investment Analyst (CAIA), etc.

Equal Opportunity Employer. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.