Office Manager / Executive Assistant

JMC Family Office - New York, NY (30+ days ago)


Executive Assistant / Office Manager Job Description

Seeking energetic individual with ability to multitask and at times handle fast past environment efficiently. Experienced in handling a wide range of administrative and executive related tasks and able to work independently with little or no supervision. Well organized, involved, flexible and someone who enjoys the administrative challenges of supporting CEO and an office team and handling diverse responsibilities as following:

  • Assistant to CEO – provide high level administrative support to CEO
  • Maintain daily email communications effectively, calendar, meetings, scheduling lunches & internal meetings.
  • Calls answering, scheduling,
  • Travel arrangements
  • Filing /organizing
  • Events
  • Assist in any CEO’s inquiries such as printing, binding, documents signing, scanning etc. or any other requests.
  • Office Manager Duties
  • Point person for calendar, conference rooms, and office maintenance, mailing, shipping, office supplies, equipment, bills and errands, landlord communication
  • Organize and schedule meetings and appointments for family office
  • Assist office team in different projects, requests
  • Assist Managing Director to maintain office policies as necessary
  • Assist Managing Director with basic accounting function – prepare monthly bank reconciliation, / bill.com, Tallie / ERs, Wires, monthly consolidation
  • Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
  • Maintain, update website, marketing materials such as one pager, business cards, MailChimp, PowerPoint presentation, newsletters,
  • Maintain and update drop box filing system
  • CRM – networking updates
  • Assist IT / Coordinate with IT department on all office equipment,
  • Updated and maintain efficient individual travel profile, phone lines
  • Provide general support to visitors on site
  • Organize orientation and training of new staff members
  • Design and implement filing systems and ensure filing systems are maintained and current
  • Ensure security, integrity and confidentiality of data,
  • Assist with company’s events
  • Travel arrangement for team, or additional requests
  • Event coordinator
  • Key skills & proficiencies:
  • Great Communication and interpersonal skills, well oriented, timely managed, planning and organization, attention to detail, teamwork, knowledge of Microsoft Office, Outlook, Salesforce, Bill.com, Tallie,

Job Type: Full-time

Salary: $25.00 to $35.00 /hour

Experience:

  • Administrative Support: 2 years

Education:

  • Bachelor's

Location:

  • NY, New York 10003

Language:

  • English, French helpful