Office Manager/Executive Assistant
Position Title: Office Manager / Executive Assistant
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:
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Office Management: Manage office facilities, including supplies, equipment, and maintenance. Ensure that the office is organized and well-maintained.
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Vendor Management: Oversee relationships with office vendors and service providers, including IT, cleaning, and maintenance companies.
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Budget and Expense Control: Monitor and manage office-related expenses within budgetary guidelines.
Executive Assistant:
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Calendar and Schedule Management: Manage the sales team’s calendars, coordinate appointments, and assist in scheduling meetings and client interactions.
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Travel Arrangements: Arrange and coordinate travel logistics for sales team members, including booking flights, accommodations, and transportation.
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Document Preparation: Assist in preparing presentations, reports, and correspondence, ensuring accuracy and professionalism.
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Communication: Serve as the primary point of contact for internal and external communications, filtering and prioritizing incoming messages and phone calls.
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Meeting Support: Prepare meeting materials, agendas, and presentations. Attend meetings, take notes, and distribute minutes as needed.
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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