An investment office and charitable foundation are seeking an Executive Assistant/Office Manager to support both the Chief Investment Officer and the foundation’s Executive Director. This dual-role position blends high-level administrative support with day-to-day office management, overseeing operations, coordinating procedures, and organizational efficiency. The ideal candidate will be polished, highly organized, and comfortable handling sensitive information and high-touch client interactions with discretion, professionalism, and strong analytical skills.

This is a unique opportunity to join a close-knit, mission-driven team that values integrity, collaboration, and long-term growth.

Responsibilities

• Manage and maintain the CIO and ED’s calendars, including making appointments, scheduling
• internal/external meetings and conference calls, sending reminders, and drafting follow-up emails.
• Proactively raise issues and reschedule meetings when needed.
• Draft and edit correspondence, communications, presentations, and other documents.
• Coordinate travel itineraries, flights, hotel accommodations, rental cars, and other travel needs.
• Complete monthly expense reconciliation for corporate credit card and out-of-pocket expenses.
• Prepare agendas, briefing materials, and presentations for meetings.
• Support other senior staff on ad-hoc projects as needed and perform other responsibilities as requested.
• Oversee all daily office functions, ensuring staff have a productive work environment.
• Serve as the first point of contact to answer, screen, and transfer incoming calls, greet visitors, and prepare space for meetings.
• Manage centralized office email, including organizing and prioritizing communications, forwarding correspondence to colleagues as needed, filing all investment reports and documents on the network, and responding to inquiries appropriately and professionally.
• Responsible for all vendor management, including ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation, and addressing unsatisfactory vendor services.
• Manage the IT environment and serve as a liaison with the IT consultant.
• Maintain office files, records, and the central database of Outlook contacts.
• Provide event-planning assistance as needed for events.
• Coordinate all staff activities such as team luncheons, volunteer activities, social engagements, and holiday celebrations.
• Provide other basic administrative and general office management tasks, including filing and
• information management, maintenance of office supplies and refreshments, building management coordination, and family data maintenance.

Ideal Experience

• Bachelor’s degree required.
• Five years of administrative experience supporting executives required.
• Computer literacy and proficiency in Microsoft Office, and advanced skills in Outlook.
• Attention to detail is a must, as well as strong organizational skills.
• Experience in booking travel arrangements and logistics.
• High level of professionalism and a strong ability to relate to people at all business levels.
• Strong problem-solving skills with an ability to anticipate needs.
• Enthusiastic team player with good judgment and an ability to work in a fast-paced environment.
• Adapts quickly to changing needs and priorities; proven ability to prioritize and manage multiple tasks simultaneously with little direction.
• Unquestionable integrity; a high level of confidentiality; honest, discreet, and loyal.
• Innately curious and willing to think outside of the box analyzing a problem or data.
• Willingness and initiative to undertake other responsibilities depending on the office workflow.

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Up to $95,000 salary per year (based on experience)