Executive Assistant - New York - Hire Society

Description

A New York–based investment firm is seeking a highly experienced Senior Executive Assistant and Office Coordinator to serve as the senior administrative anchor in its New York City office. This role is designed for a career Executive Assistant with experience supporting senior executives in fast-paced, performance-driven corporate environments.

This position combines hands-on executive support with on-site leadership and mentorship. The Senior Executive Assistant will provide primary support to three Managing Directors, with additional, limited support to other senior leaders as needed, while setting standards, structure, and best practices for the New York administrative team.

While this is not a formal people-management role, it requires confidence, authority, and the ability to lead through experience and sound judgment. The ideal candidate is comfortable supporting senior executives with direct communication styles, anticipates needs proactively, and exercises sound judgment when managing priorities and expectations.

Job responsibilities include, but are not limited to:

• Provide high-level executive support including complex scheduling, meeting coordination, and ongoing calendar management
• Coordinate domestic and international travel, including accommodations, logistics, and itinerary preparation
• Handle expense reports, vendor coordination, and administrative follow-up
• Serve as an internal resource and mentor to other executive assistants, offering guidance, workflow support, and constructive feedback
• Help maintain office organization, communication standards, and administrative processes
• Anticipate needs and proactively troubleshoot issues before they arise
• Liaise with internal teams to ensure seamless communication and execution
• Uphold discretion, confidentiality, and professionalism at all times

Executive Support

• Provide high-level executive assistance to Managing Directors and senior leaders, including complex calendar management, multi-party scheduling, and time-sensitive meeting coordination
• Manage domestic and international travel with precision, proactively addressing changes and disruptions
• Prepare executive materials, briefing documents, and presentations with accuracy and discretion
• Act as a professional, polished point of contact for clients, senior stakeholders, and internal teams
• Review, code, and submit monthly expenses accurately using QuickBooks
• Maintain executive and client information in the firm's CRM
• Exercise strong judgment when managing competing priorities, unrealistic timelines, and shifting demands

Office Leadership & Operations

• Serve as the most senior administrative presence in the New York office
• Ensure the office operates smoothly and efficiently, including oversight of supplies, common spaces, and light facilities coordination
• Partner closely with Head of Operations and internal teams to ensure seamless communication, coordination, and execution across office processes, vendors, and administrative workflows.
• Maintain day-to-day oversight of the New York office environment, ensuring shared spaces are well maintained, appropriately stocked, and operating smoothly.
• Act as a trusted on-site extension of Operations leadership when they are not present
  Mentorship & Team Leadership
• Provide daily guidance and mentorship to Executive Assistants in the New York office
• Set and reinforce best practices for scheduling, travel, expenses, and executive communication
• Lead through influence, experience, and trust rather than formal authority
• Support coverage planning and step in as needed during peak periods

Requirements:

• Fluent in English with exceptional written and verbal communication skills.
• Exceptional written, verbal, phone, and email communication skills, with the ability to interact confidently with senior stakeholders
• Minimum 4+ years of related experience as an Executive Assistant supporting senior-level executives
• Excellent references required
• Demonstrated ability to support direct, high-expectation executives and manage up effectively
• Proven experience mentoring junior assistants and elevating team standards
• Strong executive presence with excellent judgment, discretion, and emotional intelligence
• Proactive and hands-on, with the ability to see tasks through to completion with minimal supervision
• Exceptional organizational skills and the ability to manage multiple priorities without losing accuracy
• Advanced proficiency in Microsoft Outlook, Excel, PowerPoint, and Word
• Experience with QuickBooks and CRM systems strongly preferred
• High proficiency with scheduling platforms, productivity tools, and digital systems; comfortable managing files and information across multiple online platforms.
• Calm, confident, and composed under pressure; able to give and receive direct feedback
• Bachelor's degree preferred
• Legally authorized to work within the United States without sponsorship or restrictions

Salary: $100k-115k annually, All salary offers are Depending On Experience, References, and the results of Federal Background Report

Benefits: Performance-based annual bonus, comprehensive health, dental, and vision insurance; 401(k) with 3% matching; paid holidays, generous PTO, designated sick days, paid maternity/paternity leave.