Office Manager & Executive Assistant
We are currently seeking candidates for an Office Manager & Executive Assistant opportunity at a highly successful hedge fund located in Boston, MA. The Office Manager & Executive Assistant will manage daily office operations and provide comprehensive executive support to C-suite leaders. Key responsibilities include complex calendar management (via Microsoft Outlook), travel coordination (domestic and international), internal/external correspondence, meeting preparation and coordination, vendor relations, and event planning. The ideal candidate will have 8-12+ years of executive assistant, administrative assistant, and office management experience in investment management, financial services, or professional services.
This is a 3-6+ month contract-to-hire position, paying between $60-$67/hour (depending on experience). This role supports a hybrid work-model.
Responsibilities:
- Provide comprehensive administrative and executive support to the CFO and additional C-suite leaders, including managing correspondence, handling confidential information with discretion, preparing reports and presentations, anticipating executive needs, and serving as a liaison between leadership and internal/external stakeholders.
- Maintain and prioritize executive calendars in Microsoft Outlook, including scheduling meetings and engagements, resolving conflicts, coordinating across time zones, and proactively anticipating scheduling needs to optimize and protect executives' time.
- Oversee all aspects of domestic and international travel, including flights, ground transportation, accommodations, and itineraries; securing necessary visas and travel documentation; and managing last-minute changes to ensure seamless travel experiences.
- Manage meeting coordination and logistics, including reserving conference rooms, coordinating attendee calendars, arranging catering, and ensuring AV setup and functionality; prepare agendas, presentations, and supporting materials.
- Oversee day-to-day office operations, including maintaining office supplies and kitchen inventory, managing facilities and vendor relationships, ensuring a professional and organized work environment, coordinating office-wide communications, and supporting onboarding logistics for new employees.
- Manage event planning for in-office activities/lunches/events, portfolio meetings, holiday parties, and company outings.
- Track, prepare, and submit expense reports for executives in a timely and accurate manner, ensuring compliance with company policies and reconciling discrepancies as needed.
- Prepare, review, and refine presentations, reports, and supporting materials for executive and company use, ensuring accuracy, consistency, and a polished, professional standard across all deliverables.
- Handle confidential information with discretion and professionalism.
- Perform additional responsibilities as needed.
Qualifications:
- Bachelor’s degree (required).
- 8–12+ years of experience in an executive assistant, administrative assistant, and/or office management role, preferably in investment management, financial services, or professional services environment.
- Proven ability to support C-suite or senior leadership with a high degree of professionalism, discretion, and confidentiality.
- Strong organizational and time management skills with the ability to manage competing priorities and meet deadlines in a dynamic environment.
- Exceptional attention to detail and a commitment to accuracy across all work product.
- Strong written and verbal communication skills, including the ability to draft and review professional correspondence, reports, and presentations.
- Proficiency in Microsoft Word, PowerPoint, Outlook, and Excel.
- Ability to anticipate executive needs and act proactively with minimal direction.
- Sound judgment and problem-solving skills, with the ability to handle sensitive information and situations with tact and discretion.
- Collaborative team player with a positive, can-do attitude and the flexibility to adapt to evolving needs.
- Spanish language proficiency a plus, but not required.
For immediate consideration, interested and qualified candidates should send their resume to Morgan at [email protected].
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