Executive Assistant/Office Manager-Sustainability PE Firm-Flatiron

Job Description

Job Description

The Windfall is partnering with a Global, Sustainability Focused, Boutique Private Equity firm that is seeking to hire an Executive Assistant / Office Manager.

This is working at their Flatiron, Manhattan office. You will be joining the already established team of enablement staff, while continuing to grow the firm.

This role reports into the Head of Administration and you will be supporting a Partner, alongside running the office as the OM.

The ideal individual will have the ability to multi-task, prioritize, stay organized, be agile, and exercise good judgment in a variety of situations.

They must enjoy and have experience coordinating multiple workstreams, working with multiple internal and external stakeholders and have the capability of learning new skills quickly.

They must be able to work under pressure and manage a wide variety of responsibilities, activities and confidential matters with discretion and composure.

The ideal candidate is curious and displays an entrepreneurial mindset to solving problems and driving results. This is a great opportunity to get into an amazing, cool, start-up minded, sustainability focused PE firm.

This role is working in the office Monday- Fridays from 8 : 30am-5 : 30pm with the flexibility for overtime as it will be required based on the needs of the day.

RESPONSIBILITIES

Office management :

Visitor management : Manage the NYC visitor calendar to avoid and work through guest conflicts. Operate as the primary lead in reception;

managing all guest traffic and making them feel welcome in the space.

Vendor management : Coordinate and communicate with various office vendors; prospect for new vendors as needed or requested.

Manage and schedule deliveries, repairs, oversee and communicate findings of repairs and installations. Liaise with building management.

Setup FedEx, UPS, DHL, and similar deliveries, go to various drop off locations as required.

Office Management : Oversee office supply ordering / inventory management, managing office equipment, ordering groceries / restocking the common areas e.

g. kitchen, bathrooms, conference rooms, etc., keep the office common areas, hallways, offices, bathrooms, kitchen, dishwasher clean and free of garbage and boxes and remove as needed, overall ensuring a well-organized work environment.

Executive support :

Calendar and time management : Be responsible for the management of the Executive’s schedule and calendar which includes scheduling meetings and appointments, arranging all meeting details including attendees, conference rooms, video / conference details, IT support, catering / lunch, agendas, and coordinating effectively with team members and external parties to ensure efficient use of time.

This will also include ad hoc support for the Executive’s team members. Note : this role may be asked to support multiple executives or provide ad hoc support for a short-term initiative.

Travel arrangements : Make travel arrangements such as booking flights, hotels, and transportation on the Executive’s behalf.

This may also involve preparing travel itineraries.

• Communications : Address emails and other forms of communication on behalf of the Executive in coordination with others.
• Liaise between the Executive and other team members to relay messages and information in a timely and effective manner.
• Expense management : Handle expense reports and reimbursement requests for the Executive and team (if applicable) in compliance with company policies.

Event support :

• Contribute to the planning and execution of company-wide and location community events e.g., birthday acknowledgements, happy hours, Monday / offsite team lunches, and firm-wide events.
• Responsible for catering, ordering lunch and set up / breaking down / clean up as needed / requested for office events.

Project management and ad hoc support :

• Project support : Provide support on special projects and initiatives including project coordination and tracking follow ups to ensure deadlines are met and outcomes are delivered.
• Employee celebrations : Assist with employee donations and monthly birthday / anniversary announcements; coordinate gifts as necessary
• Ad hoc tasks : Manage miscellaneous tasks and requests that may arise during business hours.
• Central office administration : Oversee headquarter activities on behalf of the firm such as shepherding mail, donation form management, main office line management, oversight of corporate accounts, manage and run reception area, meet and greet guests, etc.

REQUIREMENTS

• 3+ years experience in another EA / OM role, preferably in the financial industry
• Superior organizational, time management, and prioritization skills; can manage and coordinate multiple competing priorities with composure, responsiveness, and a sense of urgency
• Comfortable engaging with various internal and external stakeholders with professionalism and poise
• A self-starter with strong work ethic who exhibits proactivity, results orientation, and reliability
• Positive, can-do attitude, is collaborative in team environment, and is a true team player willing to jump into various situations and add value and support
• Demonstrates flexibility to the evolving needs of multiple managers, teams, and clients; holds a high standard for service and has a natural customer / stakeholder orientated
• A resourceful, persistent, practical problem-solver who is motivated by a challenge
• Excellent written and verbal communication and exceptional people skills
• Proficient in Microsoft Office (Word, Outlook, PowerPoint, Excel); Slack is a plus
• Excellent judgment and demonstrates ability to protect confidential and proprietary information of the firm

PACKAGE

$90,000 Base Salary

Discretionary Bonus Based on Individual & Firm Performance

100% Covered Benefits

401k with Match

Unlimited PTO + Holiday & Summer Firm Shutdown

Phone, Laptop & At Home Setup

Breakfast, Lunch & Snacks Provided Daily