Executive Assistant / Office Manager

Advantage Capital•New York, NY

58d•$70,000 - $90,000•Onsite

About The Position

We are seeking a polished, proactive, and highly organized Executive Assistant / Office Manager to support senior leadership and manage daily operations of our New York office. You’ll be the backbone of a 30-person office, playing a key role in creating a professional, welcoming, and productive work environment. This is a high-impact position suited for someone who thrives in a fast-paced setting, anticipates needs, and takes initiative with grace and discretion. You’ll be both a strategic partner to leadership and a day-to-day problem solver who helps the office run smoothly and efficiently.

Requirements

Minimum of 5 years’ experience supporting senior executives and/or managing office operations in a professional services or fast-paced corporate environment.
Exceptional organizational, communication, and interpersonal skills.
Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong problem-solving skills, with the ability to anticipate needs and deliver solutions independently.
Professional demeanor with the ability to handle confidential information with discretion.
A proactive, resourceful, and results-driven approach.
A dynamic work ethic and positive attitude; thrives under pressure and adapts quickly to change.
Strong negotiation skills and a cost-conscious mindset when managing vendors and office expenditures.
Ability to build strong internal relationships and be a trusted partner to leadership.

Nice To Haves

Notary Public certification, or willingness to obtain within the first 90 days of employment.
Experience operating in Mac OS environments.
Familiarity with Salesforce, Zoom, and related technology platforms.
Prior experience providing basic in-office technical support.
Event planning and execution experience for professional audiences.

Responsibilities

Provide high-level executive support including calendar management, meeting coordination, travel planning, and expense reporting.
Act as liaison with building management, overseeing office maintenance, security, and facilities issues.
Proactively manage office space planning and optimize workspace logistics to support organizational growth and efficiency.
Plan, coordinate, and execute firm events, including in-office gatherings and offsite activities across New York City.
Serve as the primary point of contact for all office vendors, negotiating pricing and service terms to ensure favorable agreements.
Maintain office and kitchen inventory; manage purchasing, vendor relationships, and invoice processing with a focus on cost control and service excellence.
Oversee incoming and outgoing communications including mail, shipments, and internal announcements.
Lead culture-building initiatives, creating an environment that promotes collaboration, recognition, and community.
Provide frontline technical support for office-related issues (conference rooms, equipment, connectivity) and escalate to IT partners as needed.
Identify opportunities to streamline office operations, implement best practices, and drive continuous improvement.