Executive Assistant & Office Coordinator

The Opportunity

The Executive Assistant & Office Coordinator will provide direct support to multiple members of our leadership team and act as the Office Coordinator for our NYC office, located at 12 E. 33rd St, New York, NY 10016. This position is an excellent opportunity for someone who is excited and motivated to provide exceptional Administrative Assistance to our kind and inspiring leaders, in addition to general office coordination to our small, but growing NYC office. 

Responsibilities 

Executive Assistance (75%)

• Proactively manage 2-3 executives’ calendars, identifying and addressing scheduling conflicts, ensuring a balanced cadence to each day and week, allowing for buffer time to prepare for and debrief meetings; ensuring ad hoc meetings are properly prioritized against recurring ones. 
• Provide confidential management of email inbox, calls, and mail as directed – help to flag important communication, draft emails, prioritize and ensure responses
• Work with executives to ensure they are prepared for meetings by conducting research and gathering materials as needed
• Complete all administrative work on behalf of executives, including: monthly expense reports and biweekly time tracking; research and book complex travel itineraries; be on call to handle last-minute changes in travel as necessary, support Client Relationship Management (CRM) maintenance of important contacts.
• Support the executives in all aspects of Client Relationship Management (CRM) including tracking of contacts, recurring meeting planning, and any associated communications
• As part of the overall administrative team, provide back-up support for fellow administrative staff (e.g.,, provide interim calendar management for other executives); provide additional general support as needed (e.g., supporting planning logistics for org-wide annual retreat)  events,), support onboarding and coaching of administrative assistants and, as appropriate, assume a leadership role across administrative team priorities
• As appropriate, identify additional area(s) of focus based on desired professional growth and firm need (e.g., Knowledge Management, firm-wide Client Relationship Management, Office Management)

Office Coordination (25%)

• Manage building access for visitors and deliveries; ensure proper following of visitor security and safety protocols
• Closely and accurately manage distribution, tracking and collection of keys/access cards in partnership with building management and NYC Office Head
• Communicate with building management as needed (e.g., in the event of poor cleanliness or HVAC system issues), as well as with relevant internal staff (e.g., with HR team and office head to ensure office closures or interruptions are appropriately communicated)
• Manage office supplies and snacks; take routine inventory to inform one-time purchases and recurring orders
• Manage all physical space, including accurately maintaining local-staff list and seating chart (flag for Director, Administration & Offices when additional seating may be needed); manage conference room and phone booth space for staff and visitors; ensure certain meetings are properly set up 
• Be present in the office at least 3 days per week
• Ensure lunch is provided to staff in the NYC office 2x per month
• Be a chief navigator and troubleshooter with office technology (Wi-Fi, phones, TVs, printers, docking stations, etc); partner with Boston-based IT team and local vendors to make active IT improvements and assist staff as needed
• Support planning and execution of team building and special events (both coordinating local events and virtual opportunities in partnership with Boston-based administrative staff)
• In partnership with the Talent team and Director, Administration & Offices, serve as on-site coordinator for all office-based safety and emergency procedures (e.g., COVID-19 compliance efforts, emergency evacuation protocols, office closures, etc.)
• Coordinate with IT and HR teams to support physical set-up for new employees and provide office tours to familiarize employees with the office space and AV systems.
• Routinely check in with the Director, Administration & Offices and Boston Office Coordinator to share best practices and ensure similar supplies, snacks, etc. are offered in NYC office
• Take inventory and support restocking as relevant; conduct “projects” to ensure smooth office operations (e.g., re-organize supplies, organize and implement refrigerator clean-out, confirm and improve IT set-up)

Qualifications 

We seek a highly motivated candidate who is committed both to providing administrative support and to fulfilling our mission and vision. 

• 5+ years of experience as an administrative assistant, at least 2+ years as EA to a senior-level executive
• Bachelor’s degree OR equivalent experience providing direct support to an executive
• Excellent written and oral communication skills
• Proficiency with Microsoft Office and Microsoft Teams and/or Zoom; familiarity with CRM systems a plus  
• Highest commitment to ethics, integrity, and confidentiality – proven experience holding confidential information for an executive
• Ability to anticipate and proactively address the needs of others 
• Demonstrated ability to prioritize tasks and meet deadlines; to work independently; to stay organized and poised under pressure 
• Flexibility in the face of a fast-paced organization whose administrative support needs may change over time
• Ability to work out of NYC office on a regular basis
• Commitment to enhancing a team culture of inclusion, belonging and equity
• Experience in or with the systems we seek to impact a plus

Benefits

At Social Finance, we strive to deliver a benefits program that will enhance our overall value proposition to employees. Our current benefit offerings include:

• Comprehensive health care coverage: medical, dental and vision insurance; flexible spending accounts; Employee Healthy Actions programs and more
• Retirement savings plan with employer contribution
• Short-term, long-term and life insurance policies
• Commuter benefits and cell phone stipend
• Hybrid work model (in office three days per week, work from home two days per week and on an ad-hoc basis as needed)
• Dedicated budgets for team building and employee recognition
• Annual budget for external professional development opportunities
• Mentorship and onboarding programs
• Collaborative and energizing workspaces in downtown Boston, San Francisco, Austin, Washington, D.C., and New York
• Paid vacation and paid holidays (with 12/24-1/1 off every year)
• Paid parental leave
• A truly stellar team of high performing, values-driven and fun (!) professionals

Salary

Social Finance uses a lockstep compensation model for purposes of equity and transparency - we strive for everyone coming in at a given level to be paid equitably. For this position, at the Executive Assistant & Office Coordinator level, the starting base salary is $98,000; however, during the interview process, we will take into account a candidate's full work experience and may adjust the job title, and commensurate starting salary, as appropriate. At this level, employees receive an automatic $2,500 adjustment annually and a bonus of 5-10%.