Hedge Fund Office Manager

Office ManagerReports directly to the CFO/COOFull service Office Manager, responsible for all aspects of running the office and assisting the team. This hands-on and detail oriented person will be the go-to person for the team.Negotiate with vendors, ensure best-in-class service and pricing, timely annual renewals and competitive serviceMaintain detailed calendar of all company meetings, reconcile to sell side meeting lists, upload to annual broker voteManage proxy voting, soliciting votes and casting votes, maintaining records Manage compliance system, including personal trading and holdings review, annual compliance affirmations for firmCoordinate document requests and material gathering for annual compliance reviewManage all building maintenance requests, coordinate and liaise with building management and engineersManage new employee onboarding and terminations, coordinating with HR and IT service providersOrder supplies for office, including stationery, food & drinks, daily lunch, office supplies, tech supplies, maintain inventories of suppliesManage accounts payable, reconcile credit card bills, maintain payables report, ensure all payables are paid timelyLiaise with other US offices, ensure rental paid, supplies ordered and IT working properlyCoordinate with travel agents to book and modify travel arrangements for team, ensuring compliance with company T&E policyPrepare T&E reports, ensuring compliance with company T&E policySet-up and coordinate meetings, manage conference roomsDevelop and maintain policies and procedures for all aspects of the roleServing visitors by greeting, welcoming, directing and announcing them appropriatelyAnswering, screening and forwarding any incoming phone calls while providing basic information when neededReceiving and sorting daily mail/deliveries/couriersAssist Portfolio Manager when necessary (including personal matters such as, insurance submissions/family travel arrangements)Qualifications / Experience Required: Undergraduate degree with 5+ years of experience, preferably in financial servicesTeam player, able to collaborate and coordinate with other team membersHighly organized with good writing skills. Excel, Word, PowerPoint, etc.Service oriented and confident, able to manage multiple tasks simultaneouslyGood at projecting and protecting the Firm imageAble to monitor and manage high priority situations and emergencies outside of office hours Hours are good 8-5pm.

Created: 2025-03-01