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Office Manager/Executive Assistant

New York, New York 10022

Post Date: 05/19/2017 Job ID: 1745 Industry: Other Area(s)

Company Overview

Our client, a  partner-owned middle market investment bank based in New York, Boston and Atlanta; is seeking a Office Manager/EA to join the New York Office.

Responsibilities

As Office Manager, you will manage the New York office, support our Controller in Atlanta and work closely with our Office Managers in Boston and Atlanta. Specific duties will include:
  • Greet guests and assist with office-related tasks
  • Coordinate in-office meetings, assisting clients and ordering catering as needed
  • Assist Managing Directors with creation of expense reports: organize receipts, prepare and file expense reports
  • Organize extensive domestic travel arrangements
  • Provide daily phone coverage
  • Maintain systems that enable the firm to operate efficiently (i.e. data entry, updates to internal systems, lead tracking in our customer relationship management (CRM) tool)
  •   Manage compliance files and record keeping, including uploading and organizing documents in a document management system
  • Liaise with Human Resources: oversee applicant tracking system and annual review process, reconcile monthly benefits statements
  • Manage inventory of supplies and collateral and place orders accordingly
  • Maintain kitchen, copy room and conference room areas
  • Type, draft, format, and edit correspondence, reports, forms and related documents
  • Manage all of TM’ s New York vendor relationships (i.e. building management, copier, etc.)
  • Assist teams in assembling pitchbooks and gathering collateral
  • Provide conference and event support, including strategic planning, managing invitation lists and RSVPs, shipping marketing materials, event set up and breakdown, etc.

Position Requirements/Qualifications
  • Bachelor’ s degree preferred
  • Proficiency in Microsoft Word, Excel, Outlook and PowerPoint required
  • SalesForce experience preferred
  • Excellent interpersonal, verbal and written communication skills
  • Detail-oriented and well organized
  • Enthusiastic, self-motivated personality
  • Sensitive to requirements for handling confidential information
  • Ability to work in a fast-paced, team environment, and to manage multiple projects
  • Ability to complete administrative tasks with accuracy and meet required deadlines
  • Ability to follow instructions and remain committed to working until task/goal is completed
  • Ability to problem solve and propose solutions
  • Ability to adapt to frequent changes, unexpected events and to manage competing demands
  • Ability to quickly learn in-house database and systems applications
  • Reliable attendance and punctuality is critical to successful performance in this role

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