Executive Assistant & Office Administrator

About the position

The Executive Assistant & Facilities Coordinator is a dual role supporting the Senior Managing Director, Investments and other executives while ensuring a well-maintained and efficient office environment. The position provides high-level administrative and office support in a dynamic, fast paced environment and requires a proactive, detail-oriented individual.

Responsibilities

• Maintain executive schedules, coordinate meetings, process expense reports and manage travel arrangements
• Handle sensitive and confidential information with discretion
• Act as a key point of contact for internal and external communications
• Prepare reports, presentations, and correspondence for executive use
• Provide professional administrative assistance to executives, managers, and staff
• Handle incoming calls and communications, determine priority, and direct them appropriately
• Manage vendor relationships and ensure compliance with contractual obligations
• Coordinate mail and deliveries, oversee conference room organization, and ensure break areas are tidy
• Maintain and order all supplies for the office; establish a system for tracking, ordering, and stocking supplies
• Maintain and order all kitchen/pantry supplies and needs, such as drinks, glassware, etc. and stock refrigerators as required
• Manage security access, order key cards, and coordinate office logistics
• Liaise with building management for maintenance, repair or housekeeping requests
• Assist with new hire onboarding, office space allocations and seating arrangements as necessary
• Support visiting executives and external guests with workspace and office needs
• Plan or coordinate team and company events, including team lunches/celebrations, volunteering activities and holiday parties
• Provide reception coverage, ensuring a professional first impression for visitors
• Assist with document management, filing, and database maintenance
• Organize and maintain business records, ensuring timely retrieval when needed
• Support internal communication efforts, coordinating materials for executive messaging
• Assist with special projects and provide backup support to administrative teams as needed

Requirements

• High school diploma or GED required; college degree preferred
• Minimum of 5 years executive administrative support experience, ideally in a legal, financial services or private equity setting
• Thorough knowledge of administrative practices and procedures; strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Successful track record of working and thriving in a dynamic, fast-paced and changing environment that is results oriented and collaborative
• Proven ability to effectively support and communicate with top executives, internally and externally
• Positive, proactive attitude and willingness to adapt to evolving organizational needs by assuming additional or ad hoc responsibilities as required
• High degree of professionalism and discretion in handling confidential information
• Experience managing outside relationships including copier/printer vendors, delivery services and building personnel
• Experience with Concur and Altour preferred