Office and Executive Administrative Assistant

Bloom Equity Partners•New York, NY

2d•Onsite

About The Position

Bloom Equity Partners is a lower-middle-market private equity firm focused on control investments in enterprise software and business services. We're a small, high-output team where everyone wears multiple hats. We're hiring an Office & Executive Coordinator to run the day-to-day of our NYC office, own calendar and scheduling support for the partners, and provide administrative coverage across the team. Roughly 25% of the role is calendar management — keeping the partners' time on track, coordinating across investors, portfolio company CEOs, and external advisors, and making sure every meeting is set up to succeed. The right person is organized, presentable, fast on email, and savvy enough to handle a phone call or visitor from one of our LPs without missing a beat. You won't be sitting in LPAC meetings — but you'll be the person who books the room, orders the lunch, greets the LP at reception, holds the partner's calendar together, and makes sure their car is waiting when they leave. This is a great seat for someone 1–3 years out of school who wants exposure to the inner workings of a PE firm and is looking for a role with real ownership over a function (the office + the calendar) plus broad surface area into how the firm actually runs.

Requirements

1–3 years of administrative, executive assistant, office coordinator, hospitality, or front-of-house experience.
Bachelor’s degree required.
Demonstrated calendar management experience — coordinating across multiple senior stakeholders, managing competing priorities, time zones, and last-minute changes without dropping balls.
Polished communication style — written and on the phone.
Understands that 'LP' means Limited Partner, knows broadly what a private equity firm does, and understands why discretion matters; you don't need to know how a waterfall works.
Service-oriented; anticipates needs and doesn't wait to be asked.
Strong Outlook (calendar, scheduling, distribution lists), Excel, and the basic Microsoft stack; comfortable picking up new tools.
Comfortable being the only person doing your job — no one else owns the office.

Nice To Haves

Prior calendar / EA-style support for a senior executive, partner, or investment professional.
Prior experience at a professional services firm (PE, law, consulting, banking, or accounting).
Experience coordinating high-touch visitor or client experiences (hospitality, concierge, executive admin).
Familiarity with NYC office vendors (building management, catering, car services, hotels).
Exposure to expense tools (Concur, Ramp, Brex) and travel platforms.

Responsibilities

Own day-to-day calendar management for the partners — coordinating meeting requests, defending focus time, and keeping the week running on schedule.
Coordinate complex meeting scheduling across LPs, portfolio company executives, prospective management teams, bankers, lawyers, and advisors — often across multiple time zones.
Manage rolling 2–4 week calendar views; flag conflicts, double-bookings, and travel/meeting clashes before they become problems.
Build agendas, ensure pre-reads are circulated, and confirm meeting logistics (Zoom links, conference rooms, dial-ins, dietary needs, transportation).
Reschedule promptly and professionally when priorities shift — communicate changes to all parties without dropping balls.
Maintain a clean, current view of partner availability for the team and external counterparties; serve as the single source of truth.
Anticipate prep needs: surface upcoming meetings, materials due, and follow-ups that need to happen before the day starts.
Own day-to-day office operations: supplies, snacks, mail and packages, vendor relationships, building management, and IT coordination.
Greet visitors and manage reception coverage during business hours.
Coordinate conference room bookings, set up rooms for meetings, and manage AV.
Order and coordinate catering for client and LP meetings, team lunches, and events.
Manage the office calendar — visitor logs, conference room schedules, and team out-of-office tracking.
Coordinate logistics for new-hire onboarding: seat, equipment, building access, and swag.
Book complex travel (multi-leg, international, last-minute changes) for partners and the broader team.
Process invoices, manage office-related vendor payments, and basic AP coordination.
Help with expense reports — preparation, coding, submission, and chasing approvals.
Handle inbound calls and the main info inbox; route appropriately.
Help with team events, holiday gifting, and ad-hoc coordination.
Be a polished, discreet first point of contact for LPs and other external stakeholders contacting the office.
Coordinate logistics when LPs visit: car service, building check-in, conference room, catering, and follow-up materials.
Support quarterly LP mailings and event logistics (Annual Meeting hotel blocks, dinner reservations, attendee lists) — execution support only, not content.
Maintain a basic external contact list and keep visitor records organized.