Office Manager

Executive Assistant / Office Manager

Job Description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Manager to provide comprehensive support to leadership while overseeing day-to-day office operations. This role requires a no task too small mindset, exceptional organizational skills, and the ability to balance executive support, office management, operational responsibilities, and administrative accounting functions. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and enjoys being a trusted partner across the organization.

Responsibilities

+ Provide direct executive and administrative support to leadership, including Managing Partners and other executives.

+ Manage complex executive calendars, schedule meetings, and coordinate internal and external appointments.

+ Arrange domestic and international travel, including booking flights, hotels, ground transportation, and preparing detailed itineraries.

+ Manage executive inboxes by prioritizing communications, tracking action items, and ensuring timely follow-up.

+ Prepare meeting agendas, presentations, reports, and professional correspondence for internal and external stakeholders.

+ Track executive priorities, deadlines, and ongoing projects to ensure alignment, progress, and timely completion.

+ Coordinate occasional personal scheduling needs, including family travel logistics and calendar management, as appropriate.

+ Serve as the primary point of contact for office operations and facilities management, ensuring a smooth day-to-day environment.

+ Manage office supplies, equipment, and vendor relationships to support efficient office functioning.

+ Coordinate incoming and outgoing mail, shipments, and deliveries, ensuring accurate and timely handling.

+ Oversee conference room scheduling, office logistics, and readiness for meetings and events.

+ Arrange catering and hospitality for meetings, client visits, and special events.

+ Manage office visitor experience, including greeting guests and coordinating executive hosting arrangements.

+ Support planning and execution of company events, team meetings, and off-site functions.

+ Assist with CRM management, including data entry, reporting, and maintenance of prospect and investor information.

+ Support fundraising initiatives by tracking outreach activities, maintaining pipeline reports, and updating fundraising heatmaps.

+ Coordinate special projects and cross-functional operational initiatives as assigned.

+ Develop, document, and maintain administrative and operational processes to improve efficiency and consistency.

+ Monitor vendor contracts, renewals, invoices, and service agreements to ensure continuity of services.

+ Support operational reporting and business process documentation for leadership and internal stakeholders.

+ Process executive and employee expense reports accurately and in a timely manner.

+ Assist with accounts payable functions, including collecting invoices, coding them correctly, and submitting for approval.

+ Track corporate credit card expenses and reconcile supporting documentation.

+ Coordinate payment requests and maintain organized vendor records.

+ Support budget tracking and preparation of administrative spending reports.

+ Maintain organized financial and operational records to support audit, compliance, and reporting requirements.

+ Assist with coordination of SEC and other regulatory filings and related document management.

+ Maintain compliance records and ensure required documentation is organized and readily accessible.

+ Support annual compliance reviews, vendor due diligence activities, and internal audit requests.

+ Assist with policy administration and help ensure adherence to regulatory requirements.

+ Coordinate completion of required certifications, registrations, and other compliance-related documentation.

Essential Skills

+ Minimum of 5+ years of experience as an Executive Assistant, Office Manager, Operations Coordinator, or in a similar role supporting executives.

+ Demonstrated ability to manage multiple priorities and tasks with minimal supervision.

+ Strong organizational skills with exceptional attention to detail and accuracy.

+ Experience supporting executive calendars, complex travel arrangements, and confidential communications.

+ Exposure to office operations, vendor management, and general business administration.

+

Experience with expense reporting, invoice processing, or accounting administration.

+…