Executive Administrative Associate

Our client is a family office in the NYC area looking to hire an Executive Administrative Associate to join their team ASAP.  This is the single family office of a very well-known multi-strategy hedge fund manager.  This Executive Administrative Associate would work directly with the Chief Operations Officer, General Counsel and Assistant General Counsel, but also provide support, as needed, for the office generally and work with the two other persons in administrative roles in the office.

The ideal candidate is someone who has a no task is too small mentality. This person should be a self-starter, with a positive attitude and ready to work in a small office environment. In addition to regular duties, there will often be projects assigned that will require the person to figure out how to accomplish this task without being told each individual step.

Experience

• We are looking for someone who has strong organization skills, is detail-oriented and can also take on ad-hoc projects supporting the COO and GC (as further described below). Law school degree or formal paralegal training a plus, but not required.

Job Description

• Organizing and updating company files and research document management system options
• Fill in templates (forms) to provide first draft of basic legal documents (e.g., pledge agreements, NDAs, resolutions)
• Draft summaries of legal documents
• Organize and manage compliance obligations, including spreadsheets tracking data (e.g., board positions/affiliations, key philanthropic contacts, charitable gifts, residences, human resources training)
• Track receipt of signatures of various legal documents.
• Coordinate and track approval of charitable gifts.
• Assist with variety of ad hoc projects and legal research.
• Provide administrative support to office
• Pick-up, organize & accurately distribute or file USPS Mail on a daily basis.
• Sign-for & distribute or appropriately manage FedEx/UPS/etc. deliveries
• Attend to main reception area, including greeting visitors and accepting deliveries
• Monitor office facilities and handle concerns with building staff or contractors
• Launch and maintain vendor relationships
• Order and oversee inventory of office and kitchen supplies as well as maintain kitchen
• Manage office equipment including copier, printers and fax
• Scanning, organizing and filing paperwork
• Assist in the maintenance of outlook contact database
• Arrange travel, coordinate schedules and draft presentation materials
• Manage incoming correspondence (phone, email, etc) with attention to detail and accuracy
• Manage calendars, schedule and coordinate meetings, appointments and travel arrangements
• Assist with personal work such as online accounts, personal travel planning, appointments, subscriptions, personal errands and shopping
• Assist with a large variety of ad-hoc requests on a daily basis with attention to detail and creativity
• Manage office space and coordinate maintenance
• Meet & Greet Visitors
• Maintain hard copy & electronic filing system according to office standards
• Responsible for ordering lunch for the office and guests from time to time
• Run personal and office errands for office as needed

Requirements

• Advanced proficiency in MS Office Outlook, Word, PowerPoint and Excel
• Excellent organizational, planning, and problem solving skills
• Demonstrated strong interpersonal skills excellent communication/interpersonal skills, both written and oral
• Self-starter, extremely organized and detailed-oriented with strong commitment to accuracy
• Ability to multi-task and manage priorities effectively
• Good judgment and problem solving skills
• Ability to work both independently and as a team player
• Self-motivated
• Ability to multitask and take direction from multiple sources while working with minimal supervision.
• Quick learner
• Maintain strict confidentiality