Job Description

C-Suite Executive Assistant/Office Manager – Financial Services Firm

Boutique Financial Services firm with global footprint is looking for a high-level Executive Assistant/Office Manager to join their growing team! Applicants must have prior experience supporting C-Suite executives or senior leadership, streamlining workflow and initiating and managing new processes to help increase office efficiency. This individual will also need to take Office Manager duties as needed and be the main point of contact for the NYC office along with coordinating with their other offices globally.

Responsibilities Include:

• Maintain complex calendars, schedule meetings and arrange internal/external appointments for senior executives. Reserve conference rooms, coordinate lunches, dinners, security passes etc. accordingly.
• Coordinate global travel arrangements; Prepare clear and accurate travel itineraries including air, ground transportation, hotel and dining reservations.
• Assist in generating investor reports and creating presentations for client meetings.
• Track expenses and ensure timely reimbursement of expense reports.
• Maintain and stock the kitchen with food/drink, order supplies, and liaise with vendors. Maintain office space, dealing with mail and packages, FedEx and messengers, IT needs, and more as needed.
• Answer and screen busy phones and act as brand ambassador to clients.
• Special projects and event planning as requested.

Requirements Include:

• 4-year college degree strongly preferred
• Minimum of 5+ years of administrative experience, preferably in financial services or related industries
• Able to support very dynamic senior executives and work independently as well as within a team environment
• Microsoft Office proficient, advanced Excel and PowerPoint skills a plus

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