Executive Assistant

Full TimeExecutive Assistant for a Capital Management Firm

New York NY Soho (in office) Limited travel required

Position Overview

Our client is seeking a highly organized proactive Executive Assistant to provide comprehensive support to the management team. Based in New York this full-time in-office role formally reports to the Head of Business Infrastructure & Finance but will receive direction from the management team. The role is central to the smooth running of the business spanning schedule and diary management travel coordination meeting facilitation governance support and general office operations. The ideal candidate will be proactive and detail-oriented with strong communication skills sound judgment and the ability to work independently and solve problems with minimal direction.

Responsibilities

• Morning Briefing & Daily Updates: Prepare and deliver a concise morning briefing to the management team covering the days schedule priorities and relevant updates
• Calendar Management & Optimization: Manage and optimize calendars for the management team proactively scheduling meetings resolving conflicts and ensuring time is allocated effectively across priorities
• Business Travel Coordination: Arrange and manage all domestic and international business travel including flights hotels and ground transportation ensuring seamless logistics for the management team; ad hoc travel booking support for other members of the company. Takes a forward-looking approach building a coordinated annual travel calendar around key events and team priorities.
• Governance Meeting Coordination: Support the coordination of governance-related meetings including board or committee sessions ensuring proper notice documentation and adherence to procedural requirements
• Office Responsibilities: Oversee the day-to-day running of the Soho office including ordering supplies and snacks managing vendor relationships facilities coordination shipping and receiving packages and greeting visitors ensuring the workspace is tidy professional and well-maintained
• Executive Profiles: Build and maintain detailed profiles for each member of the management team capturing preferences priorities and working styles to enable more effective and personalized support over time.
• Mail & Document Administration: Receive scan and electronically file incoming mail; assist the management team with document handling including collecting signatures completing forms and ensuring paperwork is processed accurately and in a timely manner.
• Team & Office Events: Plan and coordinate internal team events office gatherings and other group activities that foster a positive and connected team culture. Develop and maintain a forward-looking events calendar and supporting systems to codify recurring and key office events ensuring consistency and visibility across the team.
• Expense Reporting: Prepare and process expense reports accurately and in a timely manner

Required Qualifications

• Bachelors degree or equivalent experience
• 5 years of experience supporting senior executives in a fast-paced environment.
• Proficiency in Microsoft Office Suite
• Ability to manage multiple priorities and maintain confidentiality
• Strong written and verbal communication skills
• Experience booking complex international travel for executives
• Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment
• Strong independent problem-solving skills
• Ability to commit to core in-office hours for the role of 8:30 AM 5:00 PM with flexibility to work outside of these hours as needed
• Highly responsive and accessible with a demonstrated ability to turn around requests from the management team in a timely manner
• Entrepreneurial mindset with a proactive approach to identifying and acting on opportunities to improve how the team operates

Preferred Qualifications

• Familiarity with or a genuine interest in AI tools and emerging technologies with an appetite for applying them to streamline and optimize administrative workflows
• Proficiency with travel booking platforms including American Express Personal Concierge and SAP Concur

Compensation and Benefits

• $100000 - $110000 DOE
• Medical dental and vision benefits
• 401(k) to be established in 2026
• PTO (15 days) and paid holidays (10 days)