Office Coordinator

ROLE OVERVIEW

Office Coordinator | New York, NY, US

We are seeking a highly organized, polished, and proactive Office Coordinator to join our New York office. Reporting to the Director of Administrative Affairs, this individual will play a critical role in the day-to-day functioning of the firm while contributing to the overall efficiency and effectiveness of our administrative program. The ideal candidate will possess meticulous attention to detail, excellent verbal and written communication skills, and the willingness and ability to support various office management tasks in a fast-paced, demanding environment.

PRIMARY RESPONSIBILITIES

• Support the day-to-day management of the office, ensuring a professional and welcoming environment while adhering to the firm’s cleanliness and organizational protocols.
• Provide operational support primarily to the COO and broadly to the Business Team.
• Order and maintain inventory of all office supplies and pantry items, ensuring timely restocking.
• Greet and seat guests and investors, providing a positive and seamless experience.
• Manage the firm’s main phone line, answering and directing calls appropriately.
• Manage the firm’s administrative calendar, file folders, password vault, and relevant working spreadsheets.
• Liaise and coordinate with vendors, contractors, and building management for all facilities-related maintenance.
• Plan and coordinate employee engagement activities, including periodic off-sites and regularly scheduled events.
• Order catering for meetings and events, ensuring all dietary needs and preferences are met.
• Prepare and serve food and refreshments for employees and guests.
• Book travel arrangements, including flights and hotels, for employees and guests.
• Continuously seek and implement areas of improvement, gains in efficiency, and cost-saving opportunities.
• Assist with ad hoc projects and strategic initiatives as directed by the Director of Administrative Affairs.

DESIRED SKILLS AND EXPERIENCE

• Bachelor's degree required.
• 3 – 5 years of experience in an administrative role, preferably within a financial services or hedge fund environment.
• Proficiency in Microsoft Office Suite (e.g., Teams, Outlook, Excel, Word, Forms, Planner).
• High level of professionalism and discretion in handling confidential information.
• Exceptional organizational and multitasking skills, with a hyper-attention to detail.
• Strong work ethic with the ability to work under pressure and manage multiple priorities independently and as part of a team.

BENEFITS

• The wage range for this role is $75,000 - $85,000 inclusive of base salary and discretionary target bonus.
• Comprehensive benefits package including medical, dental, vision, 401(k) and life insurance.