Office Manager/Executive Assistant

Northbound Executive Search; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

A dynamic opportunity for an Office Manager / Executive Assistant at a leading hedge fund in Midtown, New York. The successful candidate will support the sales team through efficient office management and administrative duties, playing a pivotal role in ensuring smooth operations. This position requires strong organizational skills, excellent communication capabilities, and proficiency in essential office software. With a focus on team collaboration and client interaction, candidates with a background in the financial industry will find this role rewarding.

Qualifications

• Experience as an office manager and executive assistant in a professional environment, preferably financial.
• Proficiency in office software and tools.
• Strong adaptability and proactive problem-solving approach.

Responsibilities

• Manage office facilities, supplies, and maintenance.
• Coordinate travel logistics and manage calendars for the sales team.
• Serve as primary contact for communications and meeting preparations.

Skills

Organizational skills

Communication skills

Multitasking abilities

Problem-solving

Attention to detail

Education

Bachelor’s degree in business, administration, or related field

Tools

Microsoft Office Suite

Job description

Location: Midtown

5 days in office

Job Summary: The Office Manager / Executive Assistant plays a critical role in supporting the sales team at [Hedge Fund]. This multifaceted position combines office management and administrative responsibilities to ensure the smooth and efficient operation of the sales department.

Key Responsibilities:

Office Management:

Office Management: Manage office facilities, including supplies, equipment, and maintenance. Ensure that the office is organized and well-maintained.

Vendor Management: Oversee relationships with office vendors and service providers, including IT, cleaning, and maintenance companies.

Budget and Expense Control: Monitor and manage office-related expenses within budgetary guidelines.

Executive Assistant:

Calendar and Schedule Management: Manage the sales team’s calendars, coordinate appointments, and assist in scheduling meetings and client interactions.

Travel Arrangements: Arrange and coordinate travel logistics for sales team members, including booking flights, accommodations, and transportation.

Document Preparation: Assist in preparing presentations, reports, and correspondence, ensuring accuracy and professionalism.

Communication: Serve as the primary point of contact for internal and external communications, filtering and prioritizing incoming messages and phone calls.

Meeting Support: Prepare meeting materials, agendas, and presentations. Attend meetings, take notes, and distribute minutes as needed.

Client Interaction: Provide support in managing client interactions, maintaining client records, and facilitating communications with clients.

Qualifications:

• Proven experience as an office manager and executive assistant in a professional environment, preferably in the financial industry.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Proficiency in office software and tools, including Microsoft Office Suite.
• A proactive and adaptable approach to tasks and problem-solving.
• Attention to detail and the ability to maintain confidentiality.

Education:

• A bachelor’s degree in business, administration, or a related field is preferred.

Job ID:

15571

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