Office administrative assistant Jobs in Newark, NJ

Office Manager & Administrative Assistant

New York, NY, US

Founded in 1991, we are a global quantitative and systematic asset management firm applying a scientific approach to finance to develop alternative investment strategies that create value for our clients. We value innovation, dedication, collaboration, and the ability to make an impact. Together, we create a stimulating environment for talented and passionate experts in research, technology, and business to explore new ideas and challenge existing assumptions.

About The Role

We are seeking a highly motivated, organized, proactive, and detail-oriented Office Manager / Administrative Assistant to ensure the smooth and efficient operation of our office. The successful candidate will play a crucial role in maintaining a productive and cohesive work environment while supporting the administrative needs of our team. You will join our New York office. Base salary 110-160 K-USD + variable compensation + competitive benefits package.

Key Responsibilities

Office Management

Oversee day-to-day office operations to ensure the environment is conducive to productivity and efficiency. Manage office supplies, equipment, and vendor relationships; ensure timely ordering and restocking. Act as main contact for managing the relationship with the landlord / building management team and all premise related topics. Coordinate maintenance and repair of office equipment and facilities. Ensure compliance with health and safety regulations.

Administrative Support

Provide administrative support to senior executives and team members, including scheduling meetings, managing calendars, and coordinating travel arrangements. Prepare and edit correspondence, communications, presentations, and other documents. Assist in organizing company events, meetings, and conferences.

Communication and Coordination

Serve as the first point of contact for visitors and stakeholders; manage the reception area to maintain professionalism. Liaise with internal and external parties to coordinate appointments, meetings, and logistics. Ensure seamless communication between different departments and teams.

Financial Administration

Assist the finance team with budget tracking and expense reporting. Manage petty cash and other office-related financial records.

Human Resources Support

Coordinate new employee onboarding and orientation processes. Maintain US Benefits and Pension program and assist with HR-related inquiries and tasks.

Skillset Requirements / Qualifications

Bachelor's degree ideally in Business Administration, Management, or a related field preferred. Minimum of 5-10 years of work experience in office management or administrative coordination, preferably within the financial services industry. Strong organizational and multitasking abilities. Excellent verbal and written communication skills. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to work independently and as part of a team. High level of professionalism and discretion in handling confidential information. French language skills is a plus.

Equal Opportunities Statement

We are continuously striving to be an equal opportunity employer and we prohibit any discrimination based on sex, disability, origin, sexual orientation, gender identity, age, race, or religion. We believe that our diversity, breadth of experience, and multiple points of view are among the leading factors in our success. CFM is a signatory of the Women Empowerment Principles.

Nearest Major Market : Manhattan Nearest Secondary Market : New York City