Executive Office Manager

We are an independent, majority women-owned asset management firm that brings a unique approach to managing assets for individuals, institutions, and foundations. Our entrepreneurial and innovative team is dedicated to identifying and investing in underappreciated growth opportunities through a thematic and tailored investment strategy.

As the Executive Office Manager, you will be an essential part of our team, ensuring the smooth and professional operation of our office. With a strong background in private equity or the financial services industry, you will manage complex administrative tasks, provide executive support, and maintain a well-organized and compliant work environment. The ideal candidate is proactive, detail-oriented, and possesses exceptional communication and organizational skills, along with experience in client service and compliance. 

Key Responsibilities:

Administrative Support:

• Oversee office communications, including handling phone calls, emails, and correspondence with clients, partners, and stakeholders.
• Coordinate and manage schedules, meetings, and travel arrangements for executives and staff, ensuring all logistics are seamlessly executed.
• Prepare, review, and distribute critical documents, including meeting agendas and minutes, with a strong emphasis on accuracy and confidentiality.

Office Management:

• Manage office supply inventory, ensuring timely procurement and efficient stock management.
• Maintain a professional and organized office environment, overseeing cleanliness and operational functionality.
• Liaise with building management and service providers to address office maintenance, repairs, and compliance with building protocols.

Financial and Compliance Administration:

• Support the finance team by processing invoices, expense reports, and reimbursements with a high level of accuracy.
• Collaborate with compliance teams to ensure all financial records and administrative practices meet regulatory standards.
• Assist with compliance activities, including document management and adherence to industry regulations.

Client Relations:

• Serve as the first point of contact for clients and visitors, ensuring a professional and welcoming experience.
• Prepare and distribute client communications and materials, ensuring alignment with brand standards and compliance requirements.
• Act as a liaison between clients and internal teams, addressing inquiries and facilitating clear communication.

Human Resources Support:

• Coordinate onboarding processes for new hires, ensuring compliance with company policies and regulatory requirements.
• Maintain employee records with confidentiality and assist with HR-related tasks and inquiries.

Technology and Equipment Management:

• Oversee office technology and equipment, ensuring all systems are functional and compliant with security protocols.
• Coordinate with IT support to troubleshoot technical issues and ensure systems are up-to-date.

Special Projects:

• Lead and support various strategic projects and initiatives as assigned by management.
• Assist in planning and coordinating company events and meetings, ensuring smooth execution.

Qualifications:

• Bachelor’s degree in Finance, Business Administration or a related field. 
• Minimum of 4-5 years of experience in office management or a similar role within private equity, financial services, or a related industry required. 
• Strong client service experience and a deep understanding of compliance requirements in the financial sector.
• Excellent organizational, multitasking, and communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with financial software.
• Demonstrated ability to handle confidential information with discretion.
• Professional demeanor and appearance.

Salary Range: $90k-$110k depending on experience.