Executive Assistant​/Office Coordinator at Katonah Finance Firm

Executive Assistant/Office Coordinator at Katonah Finance Firm

Our client, a boutique wealth management and family office firm located in Northern Westchester, is seeking a polished and proactive Executive Assistant / Office Coordinator to provide administrative support to three senior executives while helping oversee the day-to-day operations of the office. With a reputation for exceptional client service and a highly personalized approach, the firm serves high-net-worth individuals and families through investment management, financial planning, and family office services.

This is an excellent opportunity for a bright, ambitious administrative professional who enjoys wearing multiple hats and serving as a key member of a collaborative team. The ideal candidate is organized, resourceful, hospitality-minded, and excited to leverage technology and AI tools to drive efficiency and support the firm s continued growth. This position is based in the firm s Northern Westchester office and requires an in-office presence four days per week.

• Provide administrative support to three senior executives, including calendar management, meeting coordination, and scheduling
• Serve as the face of the office by greeting visitors, clients, and guests with professionalism and warmth
• Manage incoming calls and general office communications
• Coordinate conference rooms, meetings, catering, and client hospitality
• Oversee office supplies, snacks, inventory, and vendor relationships
• Manage incoming and outgoing mail, packages, and deliveries, including identifying and escalating time-sensitive items
• Assist with CRM maintenance, data entry, and administrative reporting
• Support client-related administrative processes and portfolio administration
• Coordinate office events, team gatherings, and special projects
• Partner with leadership to ensure the office operates efficiently and professionally
• Anticipate needs, take initiative, and proactively identify opportunities to improve processes and workflows
• Provide ad hoc support across the team as needed

• 3–8 years of executive support, office coordination, office management, workplace experience, or related administrative experience
• Bachelor s degree preferred
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Polished, professional, and client-facing demeanor
• Hospitality-oriented mindset with a commitment to providing exceptional service
• Tech-savvy with the ability to quickly learn new systems and tools
• Comfortable utilizing AI and technology to improve workflow and efficiency
• Strong sense of urgency, follow-through, and accountability
• Ability to manage multiple priorities in a fast-paced environment
• Resourceful, proactive, and eager to contribute beyond the scope of the role
• Looking for a long-term opportunity with room for growth and increased responsibility

• Base salary: $90,000–$115,000
• Bonus eligible
• Three weeks PTO
• 100% employer-paid medical, dental, and vision coverage
• 401(k) eligibility after one year

This is a highly visible role within a close-knit and collaborative organization where the Executive Assistant / Office Coordinator will serve as a trusted partner to leadership and an integral member of the team. The firm is seeking someone who is eager to build a career, embrace new technologies, take ownership, and contribute to a culture centered around excellence, service, and teamwork.