Office Coordinator / Executive Assistant

Partner's Capital•New York, NY

5d•Hybrid

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 New York office. The position involves handling daily calendar, meeting, and expense management, travel planning, reception and visitor management, printing and binding, and other administrative tasks. The company is looking for a motivated, self-starter who is adaptable and comfortable working with a small team 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, answering phones, screening calls, and setting up conference calls and video conference meetings.
Prioritize Outlook calendar management for supported Partners, proactively informing them of changes and ensuring they stay on schedule.
Liaise with other Business Operations team members to coordinate and manage meeting logistics, including booking rooms and providing catering.
Coordinate all aspects of domestic and international travel, including 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.
Handle incoming calls, take and pass on messages, deal with calls appropriately, and ensure urgent calls are handled immediately.
Escalate important and urgent items for appropriate action.
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 meetings.
Ensure 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.
Arrange for visitor and vendor access with security and building management.
Partner with building management on maintenance/service requests.
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.