A hedge fund is looking for an Executive Assistant/Office Manager to support 2 executives and 1 analyst. The firm is located in the Flatiron District. There are no phones to answer. Employees use cell phones. The role is in-office except for Summer Fridays (remote) and the last 2 weeks in August remote. The firm provides AI training. The office has a tight-knit collaborative culture and is scaling up. Looking for a team player with a positive outlook.

 

About the Job:

¨     Manage and coordinate complex calendars for 2-3 executives + 1 investment analyst

¨     Assist with meeting setups, including confirming locations and ensuring relevant materials are prepared.

¨     Ensure travel details are added to calendars, and all necessary logistics are in place.

¨     Develop relationships with the Analysts and office staff to ensure quick and efficient execution of tasks.

¨     Take initiative in building team morale and supporting office needs

¨     Assist with expense reconciliation

¨     Manage IT support requests and coordinate with the external IT provider

¨     Handle ad-hoc administrative duties to support the team as needed

¨     Plan and coordinate firm-wide events, including holiday gatherings, team offsites, team 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 align events with firm priorities and follow up afterward on feedback and expenses

¨     Set up internal and external lunches, ensuring all dietary needs and preferences are met.

¨     Greet guests, ensure they are properly welcomed, and escort them to conference rooms, at most 3-5 people per day 

¨     Handle incoming mail and deliveries, ensuring efficient distribution to the appropriate team members.

¨     Manage pantry restocking, including coordinating catering orders and maintaining inventory

¨     Have a grasp on the pulse of the office and when an event might be needed to relieve any employee stress

¨     Some off-hour availability required

 

About You:

¨     Minimum of 5 years of experience supporting an executive

¨     BA/BS from a college or university

¨     Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

¨     Strong communication skills: written and verbal

¨     Able to build trusted relationships with our team and external stakeholders

¨     Comfortable communicating with investors

¨     Understand the importance of confidentiality and trust when supporting a CEO

¨     Dynamic and proactive comfortable in a fast-paced environment.

¨     Polished, professional demeanor and the gravitas to interact with high-level executives

¨     Outstanding communication skills

 

Salary, Lunch provided, Bonus, Benefits, individual plan paid 100% by firm (medical, dental vision), 401K,

4 weeks Paid Vacation, Summer Fridays remote, Last 2 weeks in August remote.

 

Hours: 8am-6pm