Executive Assistant/Office Manager at Beacon Hill Staffing Group, LLC
New York, NY
About the Job
Investment Management firm headquartered in Boston, MA is seeking to hire a highly organized and adaptable Executive Assistant and Office Manager to provide high-level administrative support to multiple organizational stakeholders and the newly opened New York office. As an Executive Assistant, you will be responsible for seamlessly transitioning between various executives and senior leaders, providing administrative, logistical, and organizational support. As an Office Manager, you will help oversee daily office operations and ensure a positive experience for employees and visitors. This position will require 5 days/week on-site from 8:30/9am-5:30/6pm. The ideal candidate will possess exceptional communication skills and be adept at managing competing priorities with discretion and professionalism.
Key Responsibilities:
- Office Management: Oversee general office operations, including managing office supplies and equipment; managing incoming and outgoing mail; greeting and assisting visitors; ordering office lunches and snacks
- Calendar Management: Manage calendars for multiple stakeholders including scheduling internal and external appointments, confirming meetings, and coordinating with other assistants
- Travel Coordination: Coordinating extensive travel arrangements including flights, visas/passports, cars, hotels, and other reservations
- Meeting Support: Booking conference rooms for internal and external meetings; meeting and greeting guests and registering visitors in the system
- Expense Reporting: Completion of detailed expense and out of pocket reports including tracking receipts and project codes
- Document Management: Maintaining and organizing box folder files
- Event Planning: Organizing department team building events and dinners
- Ad-Hoc Support: Working on various ad-hoc projects related to each stakeholder
Qualifications:
- Degree in Business Administration, Office Management highly preferred, or experience commiserate with the role
- Proven experience as an Executive Assistant supporting multiple stakeholders in a dynamic environment
- Proven experience as an Office Manager supporting day-to-day office operations
- Proficiency in Microsoft Office and Google Suite; familiarity with Concur is preferred
- Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines
- Strong written and verbal communication skills, with a high level of professionalism and discretion
- Resourceful problem solver with strong attention to detail and accuracy
Compensation/Benefits:
- 120-135K base + Discretionary bonus
- Great benefits
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
Salary
120,000 - 135,000 /year