Senior Executive Assistant/Office Administrator

About the role

The role of Executive Assistant and Office Manager at InvestCloud involves providing high-level support to senior executives and overseeing the daily operations of the New York City office. Key responsibilities include managing calendars, coordinating meetings, handling travel arrangements, and maintaining a professional office environment.

Responsibilities

• Provide hands-on, highly efficient administrative support to senior executives
• Manage complex calendars and provide end-to-end meeting support
• Schedule and coordinate internal, client, and vendor meetings
• Drive scheduling to maximize busy leaders' time with a strong sense of urgency
• Schedule, coordinate, and support offsite meetings
• Manage confidential projects, initiatives, and sensitive client information
• Coordinate complex business travel and related itineraries
• Complete expense reports accurately, on time, and in accordance with company policy
• Oversee the maintenance and organization of the office space, including supplies, furniture, equipment, and the overall office environment
• Address facility-related issues promptly to ensure a safe, comfortable, and efficient workplace
• Coordinate and oversee office moves, reconfigurations, or construction-related activities
• Facilitate effective communication across the organization and with external stakeholders
• Timely distribution of office communications, announcements, and memos
• Partner with the Human Resources team to support office policy updates and new hire onboarding
• Manage the reception area and ensure a professional, welcoming experience for visitors
• Prepare workspaces for internal and external visitors, including security badges, visitor guidance, and onsite readiness
• Anticipate and support the needs of executives, clients, and employees visiting the New York City office
• Partner with Finance to support the office budget, track expenses, identify cost-saving opportunities, and manage purchase orders
• Negotiate contracts and ensure timely delivery of services, repairs, maintenance, and supplies
• Organize and coordinate company events, onsite meetings, and executive gatherings, including logistics such as catering and workspace readiness
• Establish and maintain efficient record management systems while ensuring document organization and confidentiality
• Answer direct phone calls, manage the office calendar, and coordinate deliveries

Requirements

• Minimum of 5–7 years of experience providing direct administrative and executive support
• Proven experience with and strong working knowledge of travel systems, travel planning, calendar management, and event coordination
• Exceptional organizational skills with a high level of professionalism, discretion, and attention to detail
• Demonstrated process improvement experience and a mindset of continuous improvement
• Willingness to do what it takes to deliver high-quality work within tight timeframes
• Self-motivated with a strong sense of ownership and follow-through
• Strong analytical, communication, and problem-solving skills
• Resourceful and detail-oriented, with the ability to manage ambiguity, tight deadlines, and multiple priorities in demanding environments
• Proficiency in Microsoft Office, including advanced experience with Word and Excel

Qualifications

• Bachelor’s degree from an accredited four-year college or university

Skills

• Administrative and executive support
• Calendar management
• Meeting coordination
• Travel coordination
• Office management
• Event coordination
• Financial management
• Communication and problem-solving
• Microsoft Office proficiency

Benefits

• Medical/Rx, dental, vision, disability, and life/AD&D insurance plans
• Flexible Savings Account (FSA)
• Health Savings Account (HSA)
• Employee Assistance Plan (EAP)
• health advocacy
• voluntary ancillary plans (accident, critical illness, hospital indemnity, legal, identity theft, auto/home, and pet insurance)
• 401(k) retirement savings plan with company match
• paid time off

Pay

$95,000 - $115,000

Schedule

Full-time