Executive Assistant & Office Administrator

The Company

EF Hutton is a fast-paced, high-growth, global investment bank founded by experienced investment professionals that have collectively financed over $250 billion for public and private companies alike. EF Hutton offers strategic advice and financing solutions to middle market and emerging growth companies around the globe.

Learn more about us at www.efhuttongroup.com.

POSITION SUMMARY:

We are seeking a dynamic and versatile professional to fill the role of Executive Assistant & Office Administrator. This multifaceted position provides a combination of support to company executives, oversight of the office facilities, event coordination, and coverage of the front desk reception area. This role requires exceptional organizational skills, a keen attention to detail, top-level communication skills, outstanding client service focus, and the ability to thrive in a fast-paced and dynamic work environment. The ideal candidate will be adept at managing multiple calendars, organizing internal and client gatherings, and keeping our beautiful office organized and presentable.

ESSENTIAL FUNCTIONS:

Executive Assistance to Leadership:

• Manage and coordinate executive calendars, scheduling appointments, meetings, and making travel arrangements.
• Act as a liaison between executives and employees and clients, ensuring efficient communication and follow-up on action items.
• Prepare and edit correspondence, reports, and presentations for executive team members.

Receptionist Duties:

• Serve as the primary point of contact for visitors, clients, and employees, ensuring that they are greeted professionally and that their needs are met.
• Answer and direct incoming calls, providing information and taking messages as needed.
• Maintain a tidy and organized reception area, ensuring a positive first impression for all visitors.

Office Management:

• Oversee day-to-day office operations, including supply inventory, equipment maintenance, and facility and building management.
• Ensure that the office is well-maintained and that all equipment and supplies are in good working order.
• Collaborate with vendors and service providers to ensure a seamless office environment.
• Implement and maintain efficient filing systems, both physical and digital, to streamline information retrieval.

Event Coordination:

• Plan, organize, and execute events, such as meetings, team building and social gatherings (holiday parties, etc.).
• Coordinate all aspects of events, including venue selection, catering, audiovisual requirements, and logistics.
• Manage event budgets, track expenses, and negotiate contracts with vendors.

Administrative Support:

• Provide general administrative support to executives and various departments as needed (for example, document preparation, data entry, and special projects).
• Assist in the onboarding of new employees (for example, setting up desks/offices, showing new employee around the office, introducing them to others, explaining procedures).

SUPERVISION RECEIVED:

• Reports directly to the CEO and President.

REQUIRED AND PREFERRED QUALIFICATIONS:

• Education: Bachelor’s degree.
• Required Experience, Skills, and/or Knowledge:

o 2-3 years’ experience in a similar role

o Strong organizational skills and the ability to manage multiple tasks and deadlines simultaneously.

o Excellent communication skills, both written and verbal, with the ability to communicate effectively with staff members, clients, and vendors.

o Strong leadership and management skills, with the ability to supervise and motivate staff members.

o Proficiency in office software, such as Microsoft Office, Google Suite, and other relevant software.

o Ability to maintain confidentiality and handle sensitive information with discretion.

o Strong problem-solving skills, with the ability to anticipate and address potential issues before they become problems.

o Knowledge of health and safety regulations and the ability to ensure that the office is compliant.

o Ability to work well under pressure and adapt to changing priorities.

o Strong attention to detail and a high level of accuracy in all work.

COMPETENCIES:

• Quality of work & attention to detail: Delivers error-free work that fulfills the requirements of the assignment.
• Organization & Productivity (separate from billable hours): Efficiently uses time; plans and prioritizes work effectively; completes assignments on schedule; seeks to assist in areas outside of standard scope of responsibility; gets things done.

Client Management (both internal and external clients): Makes clients the top priority while effectively managing client expectations; listens carefully to client needs and recommends appropriate services in response; keeps client informed and follows up to ensure client satisfaction

• Contributes Constructively: Provides helpful, relevant, and original ideas that result in improvements to work and deliverables. Challenges the status quo.
• Positivity & optimism: Maintains a positive outlook; faces challenges with optimism; sees the possibilities in all situations.
• Accountability: Takes personal accountability for actions, rather than placing blame on others.
• Initiative & Follow Through: Identifies what is needed to be done and does it before being asked or before the situation requires it; acts quickly to achieve results; sees tasks through to the end. Is dependable and reliable and brings their best each day and to every task.
• Adaptability/Flexibility: Adapting to changing needs, conditions, and work responsibilities; meeting deadlines, and maintaining composure in stressful situations; open to different and new ways of doing things; willing to modify approach.
• Interpersonal Skills: Building constructive working relationships characterized by a high level of cooperation and mutual respect; communicating respectfully and listening to others while making an attempt to understand alternative viewpoints.
• Communication Skills: Demonstrates mastery of both written and verbal communications, delivering clear and organized thoughts.
• Attendance & Punctuality: Shows up on time each day and puts in the hours needed to get the work done.
• Technology: Must be proficient in Microsoft Office (including competency in use of Excel, Word, PPT, and Outlook), as well as the ability to learn new programs and skills as needed.

TYPICAL PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Must be able to remain in a stationary position 50% of the time.
• Occasionally lifts, carries, pushes, or drags boxes or equipment up to 20 lbs.
• Frequently moves inside the office to access file cabinets, office machinery, etc.
• Occasionally required to position self in a stooping, kneeling, or crouching manner.
• Frequently required to use hands or fingers, handle or feel objects, tools, machinery and computers.
• Frequently communicates with others and must be able to exchange accurate information in these situations.
• Frequently operates a computer and other electronic equipment.
• The noise level in the work environment is usually low to moderate.

SCHEDULING REQUIREMENTS

• Requires some flexibility in scheduling, such as the ability to work evenings and weekends to meet client deliverables.

TRAVEL REQUIREMENTS

• Requires ability to travel locally by car/public transportation.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. EF Hutton retains the right to change or assign other duties to this position.

EF Hutton is an equal opportunity employer. We believe that the most effective way to invite and retain a diverse workforce is to build an enduring culture of inclusion and belonging. The Firm does not discriminate in employment because of race, creed, national origin, religion, age, color, sex, marital status, sexual orientation, gender identity, disability, citizenship status or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact careers@efhuttongroup.com.

Job Type: Full-time

Pay: $28.00 - $32.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• New York, NY 10022: Relocate before starting work (Required)

Work Location: In person