Office Coordinator / Executive Assistant

Partners Capital•New York, NY

8h•$110,000 - $120,000•Onsite

About The Position

Partners Capital is seeking an Office Coordinator / Executive Assistant to join their Business Operations Team in New York, NY. This role reports to the NY Office Manager and will provide administrative support to senior team members, manage the reception desk, and share operational support responsibilities in the ~40 person New York office. The position involves managing calendars, meetings, expenses, travel planning, reception duties, printing, binding, and other administrative tasks. The company is looking for a motivated, self-starter who is adaptable and comfortable working in a fast-paced, entrepreneurial environment.

Requirements

Bachelor’s degree or equivalent work experience required
Minimum of 3 years of experience with direct administrative support of senior-level team members preferred
Minimum of 3 years of experience in a reception or concierge role preferred
Excellent organization, prioritization, written/verbal communication, and analytical skills
Ability to multitask in a fast-paced environment
Strong interpersonal and customer service skills
Possess a high level of emotional intelligence and a friendly disposition
Proactive with strong attention to detail
High degree of professionalism and sound judgement with understanding of when and how to escalate issues
Ability to handle sensitive information with discretion and confidentiality
Solution oriented and able to work independently and as part of a team
High proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)
Able to lift and stock office supplies and pantry items

Responsibilities

Provide general administrative support, including managing complex calendars, booking conference rooms for internal and external meetings (in-person and virtual), answering phones and screening calls, and setting up conference calls and video conference meetings.
Prioritize Outlook calendar management on behalf of supported Partners, proactively informing them of meeting changes and ensuring they stay on schedule.
Liaise with other Business Operations team members to coordinate and manage meeting logistics, including booking meeting rooms and providing catering.
Coordinate all aspects of domestic and international travel (air, ground, reservations, and lodging).
Manage payment and tracking of meeting and itinerary changes.
Organize logistics for travel and meetings (e.g., conference registrations, meeting rooms, cars, transportation) and ensure Partners are prepared with necessary materials.
Handle incoming calls, taking and passing on messages in a timely manner, dealing with calls appropriately, and ensuring urgent calls are handled immediately.
Escalate important and urgent items for appropriate action as needed.
Welcome visitors.
Manage all incoming/outgoing mail, packages, and deliveries.
Utilize effective judgment in handling mail, email, correspondence, confidential material, and requests.
Manage conference room calendars and proactively resolve scheduling conflicts.
Prepare and maintain meeting rooms.
Provide food and beverages for guests and for meetings as needed.
Ensure that office provisions/snack inventory are aligned with budget.
Assist with restocking and keeping the kitchen, copy room, and general office space tidy.
Participate in the planning and execution of events and special, ad hoc projects as needed.
Arrange for visitor and vendor access with security and building management in a timely manner.
Partner with building management on maintenance/service requests.
Help communicate and facilitate office needs with the proper channels.
Ensure all information security processes, policies, and procedures are adhered to and any issues or concerns are raised with the Cyber Security team.
Ensure full compliance with all local data protection regulations and privacy controls and any related issues are raised via the appropriate channels.