About Cynosure:
Founded in 2014, The Cynosure Group is a multi-strategy investment management and wealth advisory firm with offices in Salt Lake City, UT and New York City, NY. As a diversified investment firm, The Cynosure Group supports family offices, foundations, endowments, and like-minded investors who are seeking to build their wealth and maximize their impact in the world.
Position Overview:
The Office Manager, Receptionist and Executive Assistant will act as the face of the firm for our New York City office and will support mid-level and senior professionals based in NYC. In this role, you will oversee daily office operations, manage administrative tasks, and ensure the office is functioning smoothly. We are looking for someone with a “roll up your sleeves” attitude and excellent organizational and communication skills, as well as a commitment to maintaining a positive, inclusive, and efficient workplace.
The ideal candidate will facilitate effective personal and professional time-management; serve as the first point of contact for our professionals; assist in select email correspondence and phone calls; support such professionals in their respective projects and deadlines; research, prepare and update necessary documents (agendas, contact lists, spreadsheets) in advance of and after meetings; maintain confidentiality and highest level of discretion at all times with respect to all personal and business information and knowledge; manage and submit expense reports. Proficiency in computer software programs for scheduling correspondence and database management, e.g., Microsoft Office, Concur and Adobe Pro. Experience with expense reporting and building client relationships preferred. This role will work collaboratively as a team member and communicate effectively with colleagues. This is a full-time position, and a successful candidate will be able to work routine office hours, in person, at the company office in New York City.
Additional Job Duties:
Office Manager
• In coordination with the firm’s Chief Administrative Officer, act as a liaison between office staff and building/property management
• Oversee day-to-day office activities including keeping the office and conference rooms clean, organized, and free of clutter
• Ownership of office aesthetics including watering plants, managing incoming mail and packages, and ensuring common spaces feel inviting
• Order and manage toiletries, kitchen items, and office supplies, including ordering snacks and groceries and stocking fridges and restrooms
• Assist with basic technology items to the best of your ability, as needed
• Oversee and maintain office equipment for uninterrupted function; manage vendor relationships
Create an atmosphere where people are excited to be in the office
Receptionist
• Be present at the reception desk and available consistently throughout the day
• Act as primary point of contact in the reception area; manage visitors, welcome and assist guests to the office providing a friendly, professional experience
• Answer main phone line
Executive Assistant
• Act as the primary point of contact for internal and external stakeholders, responding to inquiries and directing to appropriate individuals as necessary
• Keep designated professionals organized
• Scheduling, coordination, and calendar management
• Assist in managing calls, correspondence, and review of email, as needed
• Manage expenses and reimbursements
• Assist in event management, planning and follow up
• Ability to perform and prioritize multiple tasks
• Manage international and domestic travel
• Other related administrative and support duties, as required
Desired Experience, Knowledge, and Attributes:
• Experience in a similar role, with a proven history of supporting executives and managing calendars and travel is preferred
• Being proactive—anticipating needs and asking how you can help before being asked
• Owning problems and finding solutions; takes initiative
• Highly organized with outstanding diligence; proven ability to keep the urgent and important in check and with keen attention to detail
• Ability to maintain confidentiality and manage sensitive information with discretion
• Uncompromising work ethic, moral character, ethics, honesty, loyalty, and integrity
• Strong interpersonal skills including clear and concise written and verbal communication skills; personable and adaptable
• Proven ability to work with minimal guidance to solve problems and achieve desirable outcomes
• Possesses an infectious, positive attitude that uplifts the entire office, fostering a joyful and motivating work environment for all
