Administrative & Operations Manager

A Billion-Dollar Private Equity Investment Firm located in Downtown Manhattan (gorgeous offices!) is seeking a new Administrative & Operations Manager to join its growing team! This is a newly created position, and this person will be responsible for overseeing and managing all of the administrative staff, liaising with IT/recruiting, and handling all office-related duties. Candidates must have a minimum of 5-7+ years of applicable experience, ideally working within financial services (but open to legal, consulting, and/or other corporate backgrounds), and a Bachelor’s degree is required.

Notary strongly preferred (but open to someone willing to obtain their notary within the year). They should be extremely polished and professional, flexible, proactive, detail-oriented, organized, and have a “no task is too big or small” mentality (no egos!). This is an amazing opportunity to join a best-in-class firm with a fantastic culture, little to no turnover, and amazing benefits/perks.

• Salary base depends on experience (up to 175k+ base) plus generous discretionary bonus.
• 100% company paid medical/dental/vision.
• 15 vacation days.
• 5 PTO days.
• 10 or 11 holidays.
• Free lunch (fully paid by company).
• 401k match (25% up until the first 90% of contribution; eligible after 3 months of employment), etc.

• Hours are 9:00am-6:00pm, with flexibility as needed.
• 5 days/week, M-F in office.

• Manage and mentor the Receptionist and two Executive Assistants, setting priorities and ensuring coverage.
• Oversee day-to-day facilities operations, including vendor relationships, maintenance requests, and office supplies.
• Administer corporate card program(s), including allocations, reconciliation, and compliance with spend policy.
• Manage office subscriptions and recurring vendor contracts, tracking renewals and cost efficiency.

• Support logistics for the Annual General Meeting (AGM), coordinating venue, catering, AV, and materials.
• Plan and execute team events, the annual holiday party, and company swag ordering.
• Manage meal/food ordering programs (e.g., Seamless) for the office.
• Oversee travel logistics program, including hotel rate negotiations/management and administration of the corporate travel booking site.
• Provide notary services for employees and business documents as needed (notary certification required or willing to obtain).

• Serve as first responder for reactive in-office IT support (connectivity, hardware, printer, conferencing issues).
• Maintain laptop and IT equipment inventory, including tracking, allocation, and reorder points.
• Order IT equipment and supplies, managing vendor relationships and budget.
• Provide oversight of audio/visual systems in conference rooms and event spaces.
• Manage hardware provisioning and de-provisioning for employee onboarding and offboarding.
• Manage credential provisioning and de-provisioning (accounts, access, software licenses) for onboarding/offboarding, coordinating with IT/security as needed.

• Minimum 5-7+ years of experience in office management, workplace operations, or administrative leadership, ideally with some exposure to basic IT/helpdesk support.
• 2+ years of experience directly managing or supervising staff
• Experience working in financial services strongly preferred/required (open to candidates out of legal, consulting, and/or any other corporate-related backgrounds).
• Bachelor’s degree required.
• Demonstrated experience managing budgets, vendor contracts, and corporate expense programs.
• Experience planning and executing corporate events (all-hands, holiday parties, offsites).
• Working knowledge of IT equipment lifecycle management (procurement, inventory, onboarding/offboarding).
• Notary Public certification preferred (or willingness to obtain within [X] months of hire).
• Strong organizational skills with the ability to juggle competing priorities across facilities, HR-adjacent tasks, and IT.
• Experience with corporate travel platforms and hotel rate negotiation.
• Familiarity with basic AV/conferencing systems (Zoom Rooms, Teams Rooms, etc.).
• Experience with IT asset management tools.

Excellent interpersonal and vendor-negotiation skills.