Executive Assistant & Office Coordinator

Ventas, Inc.•New York, NY

5d•$95,000 - $125,000•Hybrid

About The Position

The Executive Assistant & Office Coordinator is responsible for 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.

Requirements

Bachelor’s degree in Business, Accounting, Finance, or a related field.
5+ years of executive administrative support experience, ideally in a financial services, investment banking, or private equity setting.
Must be located in New York, NY surrounding area or willing to relocate for the duration of employment.
Willingness to adapt and thrive in a blended work environment with 4-days in office, seamlessly transitioning between remote work and in-office operations.
Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Proven ability to effectively support and communicate with top executives in a dynamic, fast-paced environment.
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.
Must be legally authorized to work in the United States without need for employer sponsorship now or in the future

Responsibilities

Manage executive calendars, travel arrangements, meeting coordination and expense reporting.
Serve as a primary point of contact for internal and external communications while maintaining strict confidentiality.
Prepare and organize reports, presentations and correspondence for executive leadership.
Provide administrative support to executives, managers and staff, including document management and recordkeeping.
Oversee daily office operations including incoming communications, mail distribution and conference room coordination.
Manage vendor relationships, office services and facilities requests in partnership with building management.
Maintain office and kitchen inventory, ensuring timely ordering, stocking and organization of supplies.
Support office logistics and culture initiatives including onboarding coordination, guest support, company events and special projects.