Office Manager

ROLE OVERVIEW 

Office Manager | New York, NY, US

We are seeking a highly organized, polished, and proactive Office Manager to join our New York office. Reporting to the Director of Administrative Affairs, this role requires a detail-oriented, adaptable professional with strong multitasking abilities and the capacity to thrive in a fast-paced environment. The ideal candidate will demonstrate meticulous attention to detail, excellent verbal and written communication skills, and a proactive approach to problem-solving. Additionally, they must be willing and able to support a range of administrative, operational, and office management tasks in a demanding, high-performance setting.

PRIMARY RESPONSIBILITIES

• Oversee 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 administrative assistance primarily to the Head of Trading and broadly to the Investment Team.
• Serve as an in-person backup to the New York Office Assistant, assisting with administrative tasks as needed and ensuring the smooth operation of in-office functions. Responsibilities include maintaining office supplies and pantry inventory, timely restocking, greeting and seating guests and investors, preparing and serving refreshments for employees and guests, and managing the firm’s main phone line.
• Serve as a remote backup to the Vienna Office Manager, assisting with administrative tasks as needed, including office supply order management, expense management, reimbursements, reconciliations, and invoice processing and payments.
• 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.
• 5 – 7 years of experience in office management or a similar 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 - $120,000 inclusive of base salary and discretionary target bonus.
• Comprehensive benefits package including medical, dental, vision, 401(k) and life insurance.