Office Manager and Executive Assistant

Office Manager and Executive Assistant to G. Lauprete (Founder / CEO / CIO)

NYC

Role Summary

The Office Manager and Executive Assistant will be responsible for all aspects of office management and will provide business-related administrative support to Geoffrey as well as assist and support Geoffrey with personal and family matters. The Office Manager and Executive Assistant will also provide select administrative support to other executives.

The ideal candidate possesses excellent administrative and organizational skills, superior attention to detail and the ability to handle highly sensitive business and personal information with the utmost discretion and confidentiality at all times. In addition, the ideal candidate thrives in a fast-paced start-up environment, can manage competing priorities and works easily with other executives and various stakeholders (both internal and external).

Key Responsibilities

Office Management

• Oversee daily office operations, ensure the work environment is organized and functional, and manage supplies in collaboration with the Business Manager for New York headquarters as well as other satellite office locations in collaboration with local colleagues.

• Maintaining a professional and welcoming atmosphere for all guests and visitors to New York City headquarters as well as other satellite office locations, the latter in partnership with local colleagues.

• Support company-wide initiatives and events, coordinating logistics, catering, and technology as required.  

• Manage, oversee and support the production, coordination and distribution of all company swag, ensuring alignment with company brand guidelines, employee engagement initiatives and company culture.

• Manager, oversee and support office moves, including partnering with outside vendors as necessary.

Executive Support

• Provide high-level administrative assistance to the CEO, managing complex calendars, scheduling appointments, coordinating meetings, and preparing materials.  

• Prioritize and manage incoming requests, ensuring efficient handling and timely follow-up.  

• Proactively track and monitor the CEO’s tasks, requests, and deadlines, ensuring their timely completion while escalating urgent matters as needed.  

• Act as the primary liaison between the CEO, internal stakeholders, external partners, and other key contacts, including the CEO’s family office, where appropriate.  

Travel Coordination

• Plan and execute detailed travel itineraries, including flights, accommodations, transportation, and all logistical arrangements, ensuring alignment with the CEO's preferences and schedule.  

Meetings, Event Planning, and Execution 

• Organize and coordinate high-level meetings, investor engagements, conferences, social events, and off-sites, managing all logistics to ensure seamless execution.  

• Monitor budgets, manage expenses, and ensure all meetings and events meet the required standards of professionalism and efficiency.  

Personal Support

• Oversee personal tasks and projects for the CEO, including errands, family appointments, and household coordination, maintaining the same level of diligence as with professional duties.   

General Administrative Support for Libero Executives 

• Manage the calendars and travel arrangements for other key executives, ensuring alignment with the CEO’s schedule and optimizing overall efficiency.  

• Collaborate with executives on meeting preparation, agenda creation, and communication tasks to support the CEO’s strategic priorities.  

Confidentiality & Professionalism 

• Safeguard sensitive company, financial, and personal information related to the CEO and CEO’s family, maintaining the highest level of confidentiality at all times.

• Represent the CEO with professionalism and discretion in all interactions.  

Qualifications

Experience

• 3-5 years of experience as an Office Manager and/or Executive or Personal Assistant, preferably supporting C-suite executives.  

• Experience in finance or investment sectors is advantageous but not required.  

Skills & Competencies 

• Superior organizational skills with the ability to manage multiple competing priorities efficiently.  

• Excellent written and verbal communication capabilities.  

• Advanced proficiency with office software (Google Workspace, Slack, Zoom, Monday, etc.) with a willingness to learn and mentor others.  

• Ability to maintain confidentiality and manage sensitive information with the utmost discretion.

• Self-starter with the ability to work independently, prioritize tasks, and meet tight deadlines in a fast-paced, dynamic environment.  

• Exceptional attention to detail and a commitment to flawless execution.  

• Strong problem-solving abilities and a proactive approach to anticipating needs.  

• Adaptive communication style, with the ability to understand and align with diverse personalities and preferences to maximize effectiveness.  

• Outstanding interpersonal skills, with the ability to collaborate across functions and with stakeholders at all levels, under pressure and competing priorities.

• Ability to manage and coordinate relationships with suppliers, service providers and other external contacts.  

Personal Attributes

• Positive, proactive, and resourceful mindset with a high degree of adaptability.  

• Ability to anticipate needs and manage expectations effectively.  

• Discreet, professional, and trustworthy demeanor, with a strong ethical foundation.  

• Mature and capable of handling confidential matters with the utmost care.  

Additional Requirements 

• This is an in-office full-time position based in New York City, company’s headquarters. Occasional work at the CEO’s residence may be required.  

• Availability to work outside of standard hours, including evenings and weekends, as needed.