Office Manager/Executive Assistant

Job Summary

We are seeking a highly organized, proactive, and discreet Office Manager/Executive Assistant to support the founder and leadership team of a private equity family office focused on investing and trading across multiple asset classes.

This is a pivotal role requiring exceptional judgement, attention to detail, and the ability to manage both high-level executive support and day-to-day office operations in a fast-paced confidential environment. The ideal candidate is polished, resourceful, and thrives in a dynamic, entrepreneurial setting.

Key Responsibilities

• Manage complex calendars, meetings, travel arrangements, and itineraries
• Prepare and edit correspondences, reports, presentations, and investment materials
• Serve as a gatekeeper and liaison between executives, investors, partners, and advisors
• Coordinate board meetings, investor meetings, and confidential communications
• Assist with special projects and strategic initiatives

Office and Operations Management

• Oversee daily office operations and ensure smooth workflow
• Manage vendor relationships, service providers, and office contracts
• Coordinate technology compliance documentation and record keeping
• Maintain organized digital and physical filing systems
• Handle sensitive financial and legal documents with strict confidentiality

Finance & Administrative Support

• Assist with expense reporting and invoice tracking
• Support bookkeeping coordination with accounting firms
• Maintain investor records and subscription documents
• Help prepare material for audits, compliance, and reporting

Qualifications

• 5+ years of experience supporting C-level executives, preferably in finance, private equity, hedge fund, or family office environments
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• High level discretion and professionalism
• Advanced proficiency in Microsoft Office, (Excel, PowerPoint, Outlook)
• Ability to anticipate needs and work independently
• Experience managing confidential financial information

Ideal Candidate

• Polished and poised with strong executive presence
• Detail-oriented without losing sight of big-picture priorities
• Proactive problem solver with sound judgement
• Comfortable in a boutique, entrepreneurial setting

Compensation

- Competitive salary commensurate with experience, plus benefits and discretionary bonus