Hudson Gate Partners | Executive Assistant Office ...

Our client a top LS Hedge Fund is looking for an EA Office ManagerFull-service Office Manager and Administrator, reports directly to the CFOCOO and is responsible for all aspects of running the office and assisting the team. We are a driven, focused, highly collaborative and team-oriented Firm that strives for best-in-class business practices across the Firm. The Office Manager should be highly service oriented with a focus on ensuring all business processes are tightly controlled and very organized. This hands on and detail-oriented person will be the go-to person for the teamResponsibilities:Negotiate with vendors, ensure best-in-class service and pricing, timely annual renewals and competitive serviceMaintain detailed calendar of company meetings, reconcile to sell side meeting lists, upload to annual broker voteManage proxy voting, soliciting votes and casting votes, maintaining recordsManage 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 offices, ensure rental paid, supplies ordered and IT working properlyCoordinate with travel agents to book and modify travel arrangements for team, ensuring compliance with T&E policyPrepare T&E reports, ensuring compliance with Encompass T&E policySet-up and coordinate meetings, manage conference roomsDevelop and maintain policies and procedures for all aspects of the roleServe 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 maildeliveriescouriersAssist Portfolio Manager when necessary (including personal matters such as, insurance submissionsfamily 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, including nights and weekends where necessaryMUST HAVE HEDGE, PRIVATE EQUITY, INVSESTMENT BANKING OR VC EXPERIENCE Up to 130K base, all in 175K-200K, plus benefits, 401K

Created: 2025-01-14