Office Manager/Executive Assistant, Paterson

Job Summary
We are seeking a highly organized, proactive, and discreet Office Manager/Executive Assistant to support the founder and leadership team of a private equity family office focused on investing and trading across multiple asset classes.
This is a pivotal role requiring exceptional judgement, attention to detail, and the ability to manage both high-level executive support and day-to-day office operations in a fast-paced confidential environment.
The ideal candidate is polished, resourceful, and thrives in a dynamic, entrepreneurial setting.
Key Responsibilities
Manage complex calendars, meetings, travel arrangements, and itineraries
Prepare and edit correspondences, reports, presentations, and investment materials
Serve as a gatekeeper and liaison between executives, investors, partners, and advisors
Coordinate board meetings, investor meetings, and confidential communications
Assist with special projects and strategic initiatives
Office and Operations Management
Oversee daily office operations and ensure smooth workflow
Manage vendor relationships, service providers, and office contracts
Coordinate technology compliance documentation and record keeping
Maintain organized digital and physical filing systems
Handle sensitive financial and legal documents with strict confidentiality
Finance & Administrative Support
Assist with expense reporting and invoice tracking
Support bookkeeping coordination with accounting firms
Maintain investor records and subscription documents
Help prepare material for audits, compliance, and reporting
Qualifications
5+ years of experience supporting C-level executives, preferably in finance, private equity, hedge fund, or family office environments
Exceptional organizational and time management skills
Strong written and verbal communication abilities
High level discretion and professionalism
Advanced proficiency in Microsoft Office, (Excel, PowerPoint, Outlook)
Ability to anticipate needs and work independently
Experience managing confidential financial information
Ideal Candidate
Polished and poised with strong executive presence
Detail-oriented without losing sight of big-picture priorities
Proactive problem solver with sound judgement
Comfortable in a boutique, entrepreneurial setting
Compensation
- Competitive salary commensurate with experience, plus benefits and discretionary bonus