Administrative Operations Manager at 1823 Partners – New York, New York

1823 Partners (US) LLC is a Registered Investment Adviser conducting business as a differentiated asset management firm focused on long-term, insurance-first investment strategies. The firm supports independent insurance companies with tailored investment strategies that back real promises with real assets. 1823 Partners manages a growing portfolio of private market investments with the objective of generating compelling returns for insurance companies and their policyholders, as well as other long-term-oriented institutional investors. 1823 Partners will initially focus on real estate, asset-backed finance, credit, insurance solutions and private equity, with a $18.7 billion-dollar asset mandate from JAB Insurance US Holdings, Inc. (“JAB Insurance”). The firm is headquartered in Miami and has an office in New York. For more information, please visit: www.1823.partners.

Position Summary

This is a high-responsibility, hands-on role supporting VP-level executives and above while managing the overall functionality of a busy office. This role blends executive support, project management, and day‑to‑day office operations as well as limited HR coordination. The ideal candidate is highly organized, proactive, and adaptable, capable of handling multiple priorities independently and maintaining a professional presence.

Key Responsibilities

Executive Support

• Provide high-level administrative support to VP-level executives and senior staff, including calendar management, travel coordination, and meeting preparation.

• Assist with confidential projects and sensitive information with discretion.

Office Management

• Serve as the sole administrative resource for the New York city office, overseeing day-to-day operations.

• Manage office supplies, equipment, and vendor relationships.

• Handle Accounts Payable tasks, including processing invoices, coordinating with vendors, and tracking payments.

• Greet and welcome visitors, coordinating meeting logistics, seating preferences and ensuring a professional office experience.

• Troubleshoot and ensure smooth operations.

• Own office upkeep and presentation, ensuring all common areas are orderly, functional, and client-ready at all times.

• Own the office Facebook and external website people updates, as needed.

• Handle ad hoc requests for senior management.

Project Management

• Support companywide and executive‑level projects from planning through execution.

• Coordinate office events, meetings, and team gatherings.

• Maintain and update the office seating chart; coordinate and support employee office moves to ensure minimal disruption and accurate space planning.

• Support senior leadership to organize and manage facilities projects including real estate and property management initiatives.

• Track deadlines, deliverables, and stakeholders; maintain project documentation.

• Anticipate issues and help design efficient processes as the organization grows.

HR & People Operations Support

• Coordinate interview logistics (travel, team scheduling, meeting room, technology) including serving as primary “onsite” point of contact for candidates, delivering a thoughtful and professional candidate experience.

• Assist with onboarding, offboarding, and maintaining HR records.

• Help implement culture‑building initiatives, events, and internal communications.

Qualifications

• 3-5 years of office administration or executive assistant experience, preferably in finance or professional services.

• Experience operating in a fast-paced, high-expectations office setting where polish, responsiveness, and service mindset are essential.

• Proven ability to manage multiple priorities independently in a fast-paced environment.

• Strong organizational, communication, and interpersonal skills.

• Tech‑savvy with strong proficiency in standard office software and collaboration tools such as Google Workspace or Microsoft 365, project management platforms, and communication apps.

• High discretion and professionalism in all aspects but especially when handling confidential information.

Attributes for Success

• Self-starter with the ability to anticipate needs and proactively resolve issues.

• Flexible and adaptable in a dynamic work environment.

• Strong attention to detail and commitment to quality.

• Exceptional interpersonal skills with the ability to communicate effectively and professionally across all levels of the organization.

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