Executive Assistant and Office Manager

Job Title: Office Manager / Executive AssistantReports to: Executive Assistant to the PrincipalsLocation: New York, NY Full-Time, On-Site, Monday to FridayThe Office Manager/Executive Assistant (OM/EA) is a dual-focused role which includes:Responsibility for the daily operations of a Family Office in New York, including scheduling, IT, troubleshooting, research, document management, inventories, oversight of the office spaces, management of office equipment and all employee devices, special event coordination, as well as other administrative support, ensuring that we always have a professional, welcoming, clean, and safe space that runs smoothly and integrates environmentally sensitive practices. Executive Assistant support for the principals’ primary EA, as well as for the chief administrative officer (CAO), managing director of operations and properties (MD, O&P), and collaboration with other administrative and property staff.As a key member of the administrative support team, the OM/EA is a digital native, driven by a strong desire to execute all responsibilities with the highest level of excellence, service and consistency. Reporting to the principals’ EA, the OM/EA also closely partners with property and finance staff to carry out responsibilities in a coordinated and seamless way. Responsibilities include but are not limited to: Office Management & ITPurchase and maintain environmentally sound office inventory and kitchen/pantry itemsAdmin role for building staff/visitor management and security systemsMaintain office spaces and various paper and electronic files/documentsEnsure office equipment is working and maintained (printers/copiers/scanners/shredders/etc.)Oversee email, calendar, contacts and related cloud account managementEnsure staff have fully functioning computers, desktop and mobile phones, and printers and troubleshoot with vendors and service providers as neededA/V oversight for conference rooms, including projectors, TVs/monitors, maintenance and servicingReview invoices, report allocations, and submit invoices to bill.comManage organization of supply closets/rooms and executive bathroom suppliesMonitor office plants and liaise with plant care vendor to support overall health and appearance of plantsMaintain collaborative relationships with building manager and vendors, including office cleaners to ensure all areas are well maintainedDistribute office keys and IDs to staffPrepare, update and distribute Fire Safety Plan; coordinate with building's Fire Safety Director and its Fire Safety vendor to ensure we remain in compliance with FDNY regulationsSupport the planning, organization and coordination of events happening in the office space, as well as occasional events at other locationsLiaise with hosts, building management, and outside vendors on all event-related logisticsProvide onsite support and troubleshooting during eventsExecutive AssistanceAs-directed support for the principals’ primary EAScreen incoming calls, correspondence and other requests, gather detailed information and determine appropriate course of action, referral, or response; prepare business correspondence and follow up as neededCalendar management including scheduling, adding and updating informationPrepare travel arrangements as requested; includes arranging car service, booking and monitoring domestic and international flights, preparing itineraries, securing travel visas, etc. Thoroughly prepare CAO for all appointments and social engagements with accurate and high-quality supporting documentation including travel and venue information, attendees with bios/photos, agendas, guest lists, event hosts and/or honoree information, other notes and relevant documentsProactively keep the CAO & MD well informed of upcoming commitments and responsibilitiesResponsible for CAO & MD’s daily schedules. Confirm all appointments and arrangements and keep the CAO & MD updated on all schedule changes in a timely wayResearch a variety of issues on behalf of the CAO & MDClosely work on administrative issues that intersect with foundation, political and financial advisors, multiple boards, and committeesPrepare weekly activity reports on short term and long-term projectsSubmit all invoices for payment and expense reports for reimbursementsLiaise with Principals’ family members to coordinate plans and other necessary detailsSupport Principals’ family members with ad hoc requestsHandle errands for CAO and Principals and/or their family members, as requestedJob Qualifications: Minimum of 8 years providing administrative support to a senior-level executiveHighly organized, meticulous, detail oriented, resourceful and self-directedAbility to multitask and handle multiple projects with focus, accuracy, and efficiencyProactive attitude and approaches problems with a sense of possibilityAlways displays professional demeanorProactive and able to anticipate needs before they ariseExceptional follow up skills to ensure ‘the i’s are dotted, and t’s are crossed’High value placed on customer service and flexibilityHighly collaborative team player who enjoys working with a small, closely knit group to achieve outcomesHigh level of respect, integrity, reliability, and honesty. Mindful of confidentiality and discretion at all timesExceptional and concise communication skills, both written (email, correspondence, editing, and proofreading) and verbal (telephone and in-person) Ability to decipher between routine administrative decisions that need to be made on behalf of the Principals, and when to confer with colleagues on more complex decisions that fall outside of normal operating proceduresAbility to remain calm in the face of unexpected challengesCreative, persistent, and thorough research techniquesStrong operating knowledge of current technologySavvy with Mac, Microsoft 365, OneDrive, Monday.com, Box.com, Google Docs, iCloud, Dropbox, and other modern platforms and tech toolsNew York Notary Public, current or willing to obtain licenseFlexibility to be accessible 24/7 (primarily as backup to the principal EA); commits to prioritizing the needs of the Principals and their family. Physical requirements include ability to push, pull or lift up to 50 poundsFluent in EnglishLegally eligible to work in the United States at time of hireAll company owned and managed properties are smoke free