Executive Assistant/Receptionist – Investment Firm

Executive Assistant/Receptionist – Investment Firm | Midtown Manhattan$80,000–$95,000 base DOE + discretionary bonus + fully paid benefitsMonday – Friday in office, typical hours: 9am-5pm A highly regarded investment firm is seeking a proactive, and highly organized Executive Assistant / Receptionist to join its collaborative administrative team. This is a dynamic, hands-on position supporting two Partners while providing lighter administrative support to a few additional team members + taking ownership of day-to-day office operations.The ideal candidate enjoys a role where no two days look exactly the same. This person will sit at the reception desk and serve as a welcoming first point of contact for the office. The role is highly interactive and will regularly involve moving throughout the office, coordinating with the broader team, managing vendors, handling logistics, and jumping in wherever needed. The firm offers a warm, team-oriented culture with a wonderful administrative team.Key ResponsibilitiesExecutive SupportProvide primary administrative support to Partners, including complex calendar management and meeting coordinationManage calendars across multiple time zones and coordinate with internal and external executives and their assistantsArrange travel (primarily domestic), including flights, accommodations, ground transportation, and detailed itinerariesMonitor travel logistics and assist with changes or issues that may arise outside of core business hoursServe as a thoughtful gatekeeper for the Partners, effectively prioritizing meetings, requests, and access to their timePrepare and process expense reports and maintain supporting documentationMaintain contact lists, travel profiles, memberships, subscriptions, and other administrative recordsPrepare agendas, meeting materials, presentations, and other documents as neededMaintain organized electronic and paper filesAssist with special projects, research, and data compilation as requestedAdditional Team SupportPartner with the administrative team on Board dinners, holiday events, offsites, and other firm gatheringsCoordinate vendors, reservations, catering, transportation, and other event logisticsProvide hands-on support before, during, and after firm events as neededOffice Management & ReceptionServe as the first point of contact for visitors, warmly greeting guests and escorting them to conference roomsAnswer and route incoming calls; phone volume is relatively lightTake ownership of general office operations and help ensure the office remains organized, stocked, and running smoothlyOrder and maintain office and pantry supplies, including inventory management and restockingManage catering needs for meetings and eventsCoordinate incoming and outgoing mail, FedEx, messenger services, and deliveriesServe as a point of contact for office vendors and building managementCoordinate conference rooms and assist with meeting setupProactively identify office needs and jump in wherever additional support is required Qualifications3+ years of Executive Assistant experience, ideally within financial services, professional services, or another corporate environmentStrong experience with calendar management and travel coordinationExcellent organizational skills and exceptional attention to detailAbility to manage multiple priorities and pivot quickly in a fast-paced environmentProactive mentality with the ability to anticipate needs and solve problems independentlyComfortable interacting with senior executives, external contacts, vendors, and visitorsStrong judgment and discretion when handling confidential informationTeam-oriented with a genuine willingness to pitch in across responsibilitiesProficiency with Microsoft Office, including Outlook and ExcelThis is an excellent opportunity for an Executive Assistant who enjoys being at the center of a small, collaborative office and is looking for a role that combines executive support, office management, hospitality, and team coordination within a warm and highly professional environment.You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.