Job Description

Position Title: Office Manager / Executive Assistant

Location: Midtown

5 days in office

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:

1. Office Management: Manage office facilities, including supplies, equipment, and maintenance. Ensure that the office is organized and well-maintained.

2. Vendor Management: Oversee relationships with office vendors and service providers, including IT, cleaning, and maintenance companies.

3. Budget and Expense Control: Monitor and manage office-related expenses within budgetary guidelines.

Executive Assistant:

1. Calendar and Schedule Management: Manage the sales team's calendars, coordinate appointments, and assist in scheduling meetings and client interactions.

2. Travel Arrangements: Arrange and coordinate travel logistics for sales team members, including booking flights, accommodations, and transportation.

3. Document Preparation: Assist in preparing presentations, reports, and correspondence, ensuring accuracy and professionalism.

4. Communication: Serve as the primary point of contact for internal and external communications, filtering and prioritizing incoming messages and phone calls.

5. Meeting Support: Prepare meeting materials, agendas, and presentations. Attend meetings, take notes, and distribute minutes as needed.

6. 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.