Office Manager / Administrative Assistant

Carter Murray; New York (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

Carter Murray is seeking an Office Operations Coordinator to manage the New York office's day-to-day operations and provide executive support in a fast-paced environment. The role is in-office five days a week, with typical hours 8:00 AM–6:00 PM and occasional after-hours email monitoring.

Responsibilities include front desk oversight, vendor coordination, IT liaison, onboarding support, calendar management for 2–3 executives, travel logistics, expense reconciliations, and planning firm-wide

Qualifications

• Bachelor's degree required.
• 2-4+ years in Administrative/Office roles.
• Strong organizational skills and high attention to detail.
• Ability to manage high-volume scheduling and logistics.

Responsibilities

• Oversee day-to-day office operations and ensure smooth daily tasks.
• Front desk duties: greet guests and guide them to meeting rooms.
• Coordinate with building management, vendors and IT provider.
• Support executives with calendars, travel and expense reconciliation.
• Plan firm-wide events and manage logistics, budgets and RSVP tracking.

Skills

Organizational skills

Calendar management

Executive support

Vendor coordination

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Job description

An established investment management firm is seeking an Office Operations Coordinator to oversee the day-to-day operations of its New York City office while providing administrative support to several executives. This is a highly visible, hands-on role for someone who is organized, proactive, and comfortable balancing office operations with executive support in a fast-paced environment.

The position is in-office five days per week, with typical hours of 8:0 AM to 6:00 PM and some flexibility to monitor email after hours when needed

Office Operations

• Oversee the day-to-day operations of the office and help ensure everything runs smoothly.
• Manage front desk responsibilities, including greeting guests and escorting them to conference rooms.
• Coordinate with building management, facilities contacts, vendors, and external service providers.
• Manage office, pantry, supply, and equipment inventory and ordering.
• Handle incoming mail and deliveries and ensure timely distribution.
• Coordinate IT support requests with the firm's external IT provider.
• Assist with new hire workstation setup and general office onboarding needs.
• Coordinate internal and external lunches, including catering orders and dietary requirements.

Executive & Administrative Support

• Manage and coordinate complex calendars for 2-3 executives and one investment analyst.
• Schedule internal and external meetings and ensure meeting logistics are properly arranged.
• Coordinate travel logistics and ensure all details are accurately reflected on calendars.
• Assist with expense reconciliation.
• Provide additional administrative support and handle ad hoc requests as needed.

Events & Team Support

• Plan and execute firm-wide events, including holiday gatherings, team offsites, 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 ensure events align with firm priorities and manage post-event expenses and feedback.
• Build strong relationships across the office and proactively identify ways to support the broader team.
• Help foster a positive, organized, and collaborative office environment.

Qualifications

• Bachelor's degree required.
• 2-4+ years of experience in an Administrative Assistant, Office Manager, Office Coordinator, or similar role.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage high-volume scheduling, logistics, and communication.
• Proactive approach with the ability to anticipate needs and prioritize competing responsibilities.
• Strong interpersonal and communication skills.
• Collaborative, team-oriented attitude with a genuine interest in supporting colleagues and contributing to the overall office environment