HOURS: 9:00am - 5:30pm with flexibility (IN OFFICE Monday-Thursday; Remote on Friday)
COMPENSATION: All in $60-85K* + Vacation + Generous Benefits (including medical/dental/vision)
BACHELOR'S DEGREE: Preferred
Our client, a New York City-based private equity firm focused on acquiring control positions in agricultural and food/ingredient supply chain and production companies, is seeking an Executive Assistant/Office Manager to join their team. This person will provide general administrative support to the team and assist with day-to-day office management. The ideal candidate will have a minimum of 3 years of experience and be comfortable working in a boutique office environment.
Responsibilities of the Executive Assistant/Office Manager:
-Provide administrative support with travel planning, calendar management, ad hoc projects, etc.
-Prepare T&E reports for expense reimbursement, including organizing invoices/receipts
-Being a member of the expense committee and taking committee meeting minutes
-Organizing team lunches and events
-Management of employee expenses for staff including coordination with Finance department
-Planning for IR events/meetings including the investor, advisory board meetings, and other events/meetings
-Assist in wire disbursement process including organizing invoices/receipts.
-Assisting in the collection of ESG information for portfolio companies
-Update the firm website, as needed
-Provide investors with any information, as requested
-Fielding phone calls to the Firm's main phone line
-Meeting & greeting clients, guests, and visitors and notifying team members of guest arrival
-Assist with the setup and breakdown of meetings
-Working with building for visitor access
-Manage ordering (and as needed, pick up) of food, pantry, cleaning, catering, and stationery supplies
-Assist with catering requests, as needed
-Distribution of mail and deliveries and booking outgoing packages
-Close working with ground floor security and building management
-Ensuring cleaning and maintenance visits are carried out as contracted
-Booking and overseeing emergency/ urgent maintenance visits including plumbing, coffee machine, water tap, air-con, and electrical issues, etc.
-Overseeing of day-to-day Health & Safety items, i.e. checking fire doors, fire extinguishers, first aid boxes, etc.
-Performing first aid and fire warden duties
-General office work, i.e. printing, scanning, binding, etc.
-Watering office plants
-Management of ad-hoc projects as needed
Requirements of the Executive Assistant/Office Manager:
-Bachelor's degree preferred
-3 years of admin experience
-Must have corporate office experience
-Proficiency with Microsoft Office - Outlook, Excel, Word, PowerPoint
-Demonstrated leadership skills
-Strong team player
-Punctual, adaptable, and reliable
-Excellent communication skills
-Ability to solve problems
-Experience interacting with high-level guests with poise, grace, and positivity
-High attention to detail in all aspects
-Verification of identity, education, prior employment, and references may be required
*The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.