Executive Assistant / Office ManagerJob DescriptionWe are seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Manager to provide comprehensive support to senior leadership while overseeing day-to-day office operations. This position combines executive support, office management, operations coordination, and administrative accounting responsibilities. The ideal candidate brings a no task too small mindset, thrives in a fast-paced environment, anticipates needs before they arise, and enjoys serving as a trusted partner across the organization.
Responsibilities- Provide direct administrative support to senior leadership, including Managing Partners and executive team members.
- Manage complex executive calendars by scheduling meetings, coordinating internal and external appointments, and resolving conflicts.
- Arrange domestic and international travel, including booking flights, hotels, ground transportation, and preparing detailed itineraries.
- Manage executive inboxes by prioritizing communications, tracking action items, and ensuring timely follow-up.
- Prepare meeting agendas, presentations, reports, and professional correspondence for internal and external stakeholders.
- Track executive priorities, deadlines, and ongoing projects to ensure alignment, progress, and timely completion.
- Coordinate occasional personal scheduling needs, including family travel logistics and calendar management, as appropriate.
- Serve as the primary point of contact for office operations and facilities management, ensuring a well-run and professional environment.
- Manage office supplies, equipment, and vendor relationships to support smooth day-to-day operations.
- Coordinate incoming and outgoing mail, shipments, and deliveries, ensuring accurate and timely handling.
- Oversee conference room scheduling and office logistics to support meetings and collaborative work.
- Coordinate catering and hospitality for meetings, client visits, and events, ensuring a polished guest experience.
- Manage the office visitor experience, including greeting guests and organizing executive hosting arrangements.
- Support company events, team meetings, and off-site functions through logistical planning and coordination.
- Assist with CRM management, including data entry, reporting, and maintenance of prospect and investor information.
- Support fundraising initiatives by tracking outreach activities, maintaining pipeline reports, and updating fundraising heatmaps.
- Coordinate special projects and cross-functional operational initiatives as assigned by leadership.
- Develop, document, and maintain administrative and operational processes to improve efficiency and consistency.
- Monitor vendor contracts, renewals, invoices, and service agreements to ensure continuity of services and accurate records.
- Support operational reporting and business process documentation to enhance transparency and accountability.
- Process executive and employee expense reports accurately and in a timely manner.
- Assist with accounts payable functions, including collecting invoices, coding them appropriately, and submitting for approval.
- Track corporate credit card expenses and reconcile supporting documentation to maintain accurate records.
- Coordinate payment requests and maintain up-to-date vendor records.
- Support budget tracking and preparation of administrative spending reports.
- Maintain organized financial and operational records to support audit and reporting requirements.
- Assist with coordination and document management related to SEC and other regulatory filings.
- Maintain compliance records and ensure required documentation is organized, current, and easily accessible.
- Support annual compliance reviews, vendor due diligence efforts, and internal audit requests.
- Assist with policy administration and help ensure adherence to regulatory requirements.
- Coordinate completion of required certifications, registrations, and other compliance-related documentation.
Essential Skills- Minimum of 5+ years of experience as an Executive Assistant, Office Manager, Operations Coordinator, or in a similar role supporting senior executives.
- Demonstrated ability to manage multiple priorities and tasks with minimal supervision.
- Strong organizational skills with exceptional attention to detail and follow-through.
- Proven experience supporting executive calendars, complex travel arrangements, and confidential communications.
- Exposure to office operations, vendor management, and general business administration.
- Experience with expense reporting, invoice processing, or accounting administration.
- Familiarity with CRM systems such as Salesforce, HubSpot, Affinity, or similar platforms.
- Experience supporting compliance, regulatory, legal, or financial services environments.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Teams.
- Highly proactive, resourceful, and solutions-oriented approach to problem-solving.
- Strong sense of ownership and accountability for tasks and outcomes.
- Professional and polished demeanor with the ability to maintain strict confidentiality.
- Comfortable interacting with executives, investors, vendors, and other external stakeholders.
- Ability to operate independently while contributing to and supporting a collaborative team environment.
- A no task too small attitude and willingness to jump in wherever needed.
Additional Skills & Qualifications- Prior experience in a fast-paced, high-growth, or entrepreneurial environment is beneficial.
- Background working within financial services, regulatory, or legal settings is a plus.
- Ability to develop and refine processes and workflows to improve operational efficiency.
- Strong written and verbal communication skills suitable for executive-level correspondence.
- High level of discretion when handling sensitive information and confidential matters.
- Comfort with adapting to evolving priorities and taking initiative in ambiguous situations.
Job Type & LocationThis is a Permanent position based out of Baltimore, MD.
Pay and BenefitsThe pay range for this position is $90000.00 - $100000.00/yr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Pay 100% premiums for healthcare for them and families (they will cover out of pocket premiums for employee on spouse insurance as a reimbursement) 7% SEP IRA contribution requires no contributionFlexible time off policy (unlimited but not unlimited)Holidays on all the stock market holidays
Job Type & LocationThis is a Permanent position based out of Baltimore, MD.
Application DeadlineThis position is anticipated to close on Nov 6, 2026.
Workplace TypeThis is a fully onsite position in Baltimore,MD.
