Job Title: Executive Assistant / Office ManagerJob DescriptionWe are seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Manager to provide comprehensive support to leadership while overseeing day-to-day office operations. This role requires a no task too small mindset, exceptional organizational skills, and the ability to balance executive support, office management, operational responsibilities, and administrative accounting functions. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and enjoys being a trusted partner across the organization.
Responsibilities- Provide direct executive and administrative support to leadership, including Managing Partners and other executives.
- Manage complex executive calendars, schedule meetings, and coordinate internal and external appointments.
- 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 smooth day-to-day environment.
- Manage office supplies, equipment, and vendor relationships to support efficient office functioning.
- Coordinate incoming and outgoing mail, shipments, and deliveries, ensuring accurate and timely handling.
- Oversee conference room scheduling, office logistics, and readiness for meetings and events.
- Arrange catering and hospitality for meetings, client visits, and special events.
- Manage office visitor experience, including greeting guests and coordinating executive hosting arrangements.
- Support planning and execution of company events, team meetings, and off-site functions.
- 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.
- 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.
- Support operational reporting and business process documentation for leadership and internal stakeholders.
- Process executive and employee expense reports accurately and in a timely manner.
- Assist with accounts payable functions, including collecting invoices, coding them correctly, and submitting for approval.
- Track corporate credit card expenses and reconcile supporting documentation.
- Coordinate payment requests and maintain organized vendor records.
- Support budget tracking and preparation of administrative spending reports.
- Maintain organized financial and operational records to support audit, compliance, and reporting requirements.
- Assist with coordination of SEC and other regulatory filings and related document management.
- Maintain compliance records and ensure required documentation is organized and readily accessible.
- Support annual compliance reviews, vendor due diligence activities, 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 executives.
- Demonstrated ability to manage multiple priorities and tasks with minimal supervision.
- Strong organizational skills with exceptional attention to detail and accuracy.
- 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 work.
- Strong sense of ownership and accountability for tasks and outcomes.
- Professional and polished demeanor with the ability to maintain strict confidentiality.
- Comfort interacting with executives, investors, vendors, and other external stakeholders.
- Ability to operate independently while contributing to and supporting a collaborative team environment.
- Administrative support skills, including calendar management, travel arrangements, and clerical tasks.
- Competence in expense reporting and basic accounting-related administrative work.
Work EnvironmentThis role operates in a fast-paced, professional office environment that relies heavily on technology and efficient processes to support leadership and organizational operations. You will work primarily on-site, serving as the central point of coordination for executives, staff, visitors, and vendors.
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 Oct 27, 2026.
Workplace TypeThis is a fully onsite position in Baltimore,MD.
