Job Description

A dynamic private equity firm (independent sponsor) is seeking a highly organized and discreet Executive Assistant and Office Manager to provide comprehensive administrative support to its senior leadership. This multifaceted role is crucial in maintaining and ensuring seamless coordination across diverse responsibilities. The ideal candidate will be exceptionally detail-oriented, proactive, and capable of managing sensitive information with the utmost confidentiality.

Responsibilities:

• Provide executive-level administrative support to key principals, including managing complex calendars and acting as the primary point of contact for incoming communications.
• Coordinate extensive travel arrangements for leadership, encompassing both commercial flights and private aviation scheduling for business and leisure.
• Oversee office administration and general clerical duties, ensuring an organized and efficient working environment.
• Manage various accounting and bookkeeping tasks using QuickBooks and other office suite software, including processing invoices and tracking expenditures.
• Assist with personal administrative tasks , such as scheduling home and office maintenance appointments, coordinating event reservations, and managing special projects like annual gift-giving and personal shopping.
• Handle daily mail processing, office bill payments, and contract management .
• Maintain absolute confidentiality regarding all sensitive information and affairs related to the firm and its principals.

Preferred Qualifications:

• Experience in providing administrative support within an investment management firm , financial services environment, or a similar executive support role.
• Proficiency in QuickBooks and Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Demonstrated ability to manage complex calendars, coordinate travel, and handle a wide range of administrative duties .
• A high degree of flexibility and adaptability to prioritize and execute both business and personal support tasks effectively.
• Exceptional organizational skills and strong attention to detail.
• Discreet and trustworthy , with an unwavering commitment to confidentiality.
• Excellent written and verbal communication skills.

Valued Skills (Nice-to-Haves):

• Experience with basic financial reporting or analytical work, particularly related to investment portfolios.
• Ability to screen and summarize investment-related documents , such as pitch decks for funds or direct deals.
• Familiarity with preparing wire transfers and business documents, including coordinating signature processes.
• Basic understanding of IT equipment maintenance , software updates, and digital backup procedures.
• Experience in maintaining critical reporting schedules for publicly traded companies.

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