Executive Assistant Office Manager

Job Summary

We are seeking an experienced Executive Assistant / Office Manager to provide high-level support to our C-suite and serve as a steady, trusted presence across the firm. This is a stand-alone role for someone who has successfully supported senior executives before and is comfortable operating independently, anticipating needs, and managing competing priorities with discretion and confidence.

The ideal candidate is highly organized, proactive, and polished — someone who takes pride in keeping executives focused, the office running smoothly, and communication flowing efficiently across internal and external stakeholders. This role requires sound judgment, attention to detail, and the ability to handle sensitive information with professionalism.

Our office operates on a hybrid schedule: Mondays - Thursdays are in-office in Jersey City; Fridays are remote.

Key Responsibilities

• Serve as the primary point of contact between executives, employees, clients, and external partners
• Manage complex calendars, schedule meetings, and coordinate across time zones
• Handle travel planning and accommodations, including last-minute changes
• Oversee information flow, ensuring accuracy, timeliness, and confidentiality
• Prepare and format internal and external communications, including emails, memos, presentations, and reports
• Take meeting notes and track follow-ups as needed
• Prepare and manage expense reports on a monthly, quarterly, and annual basis
• Coordinate meetings involving legal teams, counterparties, and clients
• Field and triage inbound inquiries, directing or resolving them appropriately
• Support office operations, including maintaining filing systems and general organization
• Assist with client-facing tasks such as responding to requests and compiling progress or status reports
• Maintain accurate records in our CRM (Salesforce), including data entry, updates, and ongoing record maintenance
• Support leadership with CRM-related tasks, ensuring contact, account, and activity data remains current and reliable

Qualifications & Experience

• Several years of experience (2-5 years) supporting senior executives in an EA, Office Manager, or similar role
• Bachelor's degree or equivalent
• Demonstrated ability to work independently and manage priorities with minimal supervision
• Exceptional written and verbal communication skills
• Strong organizational skills and meticulous attention to detail
• Proven ability to handle confidential information with discretion and professionalism
• High level of proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel)
• Experience maintaining and updating CRM systems; familiarity with Salesforce strongly preferred
• Comfortable juggling multiple responsibilities in a fast-paced environment

What We’re Looking For

This role is best suited for someone who:

• Enjoys being a trusted right hand to leadership
• Anticipates issues before they arise and solves problems proactively
• Is confident making decisions within their scope
• Thrives in a dynamic, professional environment and takes ownership of their work

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance
• Work Location: Hybrid remote in Jersey City, NJ 07311