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Base pay range
$125,000.00/yr - $140,000.00/yr
Our client, a boutique asset management firm is seeking a highly skilled Executive Assistant to support the Chief Operating Officer (COO) and Chief Investment Officer (CIO) and manage the day-to-day operations of the New York office.
POSITION: Executive Assistant/Office Manager
LOCATION: Downtown Manhattan - fully onsite
HOURS: 8:00am-5:00pm with occasional work required early in the morning, evenings and/or weekends
SALARY: $125k-$140k base DOE plus bonus eligible and benefits
Responsibilities
Executive Support
- Provide seamless administrative support to the COO and CIO, anticipating needs and enabling them to focus on strategic priorities.
- Manage highly complex calendars, balancing competing demands, and coordinating internal and external meetings.
- Prepare executives for key engagements with concise briefings, background materials, and follow-up tracking.
Investment Team Coordination & Event Hosting
- Maintain and optimize the firmwide investment team meeting calendar, coordinating recurring research calls, pipeline reviews, and strategy discussions.
- Partner with investment professionals to schedule ad hoc diligence sessions and ensure key stakeholders have access to relevant materials.
- Host and facilitate research-related events at the office, including expert panels, roundtables, and visiting speaker sessions, ensuring logistics, catering, and technology run smoothly.
Travel & Event Management
- Coordinate all domestic and international travel, including flights, ground transportation, accommodations, and itineraries.
- Plan logistics for board meetings, investor presentations, conferences, and speaking engagements.
- Oversee preparation of presentations, agendas, and supporting materials for meetings.
Operational & Office Management
- Serve as the point of contact for office operations, ensuring a professional and hospitable environment.
- Maintain and optimize office systems, vendor relationships, and supply inventories.
- Oversee incoming/outgoing mail, courier services, and reception of guests.
Communications & Relationship Management
- Draft, edit, and proofread high-level correspondence and documents with attention to tone and accuracy.
- Build strong relationships with internal teams, portfolio companies, and external partners.
- Act as a confidential liaison and problem-solver for sensitive matters.
- Leverage productivity tools, scheduling platforms, and AI-driven solutions to optimize workflows.
- Use and experiment with generative AI tools such as ChatGPT and Claude to streamline communication, draft materials, and create efficiencies in research support.
- Stay current on emerging office technologies and recommend improvements to increase efficiency.
Requirements
- Experience: 5–8+ years of progressive administrative experience, ideally supporting C-suite executives in finance, healthcare, life sciences, or technology sectors.
- Technical Fluency: Advanced proficiency with Microsoft Office, Google Workspace, and collaboration tools. Direct experience with ChatGPT, Claude, or similar AI productivity tools strongly preferred.
- Judgment & Discretion: Demonstrated ability to handle sensitive information with confidentiality and integrity.
- Communication: Exceptional verbal, written, and interpersonal communication skills.
- Organization & Prioritization: Skilled at balancing multiple projects under tight deadlines while maintaining attention to detail.
- Flexibility: Willingness to work extended hours, including occasionally early mornings, evenings, or weekends, but only as needed.
- Culture Fit: Warm, personable, and capable of representing the firm’s values of intellectual rigor, curiosity, and commitment to innovation.