Job Description

Senior Executive Assistant & Office Coordinator

Location: New York City (or open to relocation to New York City)

About the Role

PEI Global Partners is seeking an experienced Senior Executive Assistant & Office Coordinator to support the firm’s Managing Directors in the New York City office. This role is ideal for an executive assistant with approximately four or more years of experience who brings strong operational judgment, attention to detail, and the ability to serve as a trusted partner to senior leadership.

In addition to providing comprehensive executive support, this position will support New York City office coordination, help guide other New York-based Executive Assistants, and ensure office operations run efficiently and professionally. The role reports directly to the Head of Operations and works closely with them on office operations, process improvements, and operational initiatives.

Responsibilities

Executive & Managing Director Support

• Provide high-level executive assistance to multiple Managing Directors, anticipating needs and proactively managing priorities
• Manage complex calendars, scheduling, and meeting coordination across internal and external stakeholders
• Coordinate logistics with Executive Assistants for meetings, client engagements, including conference rooms, catering, etc.
• Maintain executive contacts and data within the firm’s CRM system
• Arrange and manage complex domestic and international travel itineraries
• Proactively monitor travel changes and communicate real-time updates
• Review, code, and submit executive expenses in QBO accurately and on a timely basis
• Prepare briefing materials, presentations, and executive-facing documents as needed
• Serve as a professional point of contact for clients, partners, and senior stakeholders

Team Coordination & Light Management

• Provide light management, coordination, and mentorship to New York-based Executive Assistants
• Serve as a resource for scheduling, travel, expenses, and internal process questions
• Assist with coverage planning and coordination across executive support staff

Reporting & Collaboration

• This role reports directly to the Head of Operations
• Works closely and collaboratively with the Head of Operations on office coordination, operational planning, vendor oversight, and process improvements
• Partners with the administrative team to ensure alignment across office operations and executive needs

Qualifications

• Approximately four or more years of experience as an Executive Assistant with increasing operational or office management responsibility
• Demonstrated experience overseeing office operations in a professional services or financial services environment is preferred
• Strong organizational and prioritization skills with exceptional attention to detail
• Excellent written and verbal communication skills
• High level of discretion and professionalism when handling confidential information
• Proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word
• Experience with QBO strongly preferred
• Ability to operate independently while collaborating cross-functionally
• Bachelor’s degree in Business Administration, Communications, Marketing, or a related field preferred

Benefits

• Medical, dental, vision, and disability insurance
• 401(k) with company matching
• Competitive company stipends
• Generous paid time off

Salary

• The pay range for this position is $100,000-$115,000 annually with bonus potential, dependent on relevant skills and experience.

Work Schedule

This position is based in PEI Global Partners’ Midtown Manhattan office. Candidates are expected to work on-site Monday through Friday from 9:30am to 6:30pm.

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