Executive Assistant & Office Manager

Lincoln Avenue Communities•New York, NY

11h•$115,000 - $130,000•Hybrid

About The Position

The Executive Assistant & Office Manager is responsible for overseeing the administrative and operational functions of the New York office, ensuring seamless day-to-day operations and a productive workplace environment. This role manages office logistics, including inventory and supply ordering, coordinating food and beverage services, welcoming visitors, and supporting the planning and execution of meetings and events. In addition, the role provides dedicated executive support to the General Counsel, with a focus on ensuring seamless coordination and proactive assistance. By streamlining administrative processes and anticipating operational needs, the Executive Assistant & Office Manager enables leadership to operate efficiently while allowing the broader team to stay focused on strategic priorities. This role reports directly to the General Counsel and requires an on-site presence four days per week (Monday–Thursday).

Requirements

Excellent communication skills, both verbal and written.
Experience working in a legal or financial services office a plus.
Proficiency in Microsoft Office Suite and other relevant software applications.
Ability to work independently and as part of a team and collaborate effectively with others.
Attention to detail and accuracy in managing paperwork, scheduling, and expenses.
Flexibility and adaptability to changing priorities and demands.
Positive attitude and strong work ethic.
5-10 years of administrative experience, including office coordination/management.
Highly experienced with Microsoft Office Suite
A bachelor's degree is required.
Current New York notary is preferred. If not, candidates must be open to becoming an active notary public in New York state.

Nice To Haves

Experience working in a legal or financial services office a plus.
Current New York notary is preferred. If not, candidates must be open to becoming an active notary public in New York state.

Responsibilities

Provide high-level support to our General Counsel, including managing their schedules, coordinating meetings, and preparing necessary materials.
Handle heavy calendar management and scheduling using Microsoft Outlook.
Coordinate and obtain signatures for various legal documents from executives across the organization.
Prepare professional correspondence and accurately document meeting minutes.
Arrange business travel, including itineraries and agendas.
Assist executives in staying organized and tracking their task list via project management tools.
Manage report tracking, file management, and meeting minutes.
Coordinate meetings and events, including prepping and registering for conferences.
Organize and submit expense reports on behalf of executives.
Maintain strong business relationships with external vendors or parties.
Provide general office support and back-up support for the administrative team.
Conduct research and manage special projects as needed, demonstrating initiative and problem-solving skills.
Manage admin and operations in the office, maintaining the office space and day-to-day needs of the on-site team.
Organize food and drink delivery, manage office inventory, and greet and manage visitors.
Coordinate with building management for facilities issues, maintain strong relationships with key vendors, and process and follow up