Office Coordinator - Stern Partners

Key Responsibilities

• Office Administration & Paper-Based Filing
• Manage both physical and electronic filing systems for highly confidential documents.
• Handle printing, scanning, and filing with precision and discretion.
• Ensure the office remains organized and professional at all times.
• Executive & Travel Support
• Coordinate complex travel arrangements for executives, including comparisons, bookings, upgrades, boarding passes, and real-time updates.
• Support personal assistant-style tasks for the President (e.g., errands, reminders, renewals, personal scheduling).
• Anticipate executive needs and take initiative with a “what can I do for you?” approach.
• Events & Office Culture
• Plan and execute office events such as holiday parties, team lunches, and special celebrations.
• Manage ordering of office, kitchen, and event supplies.
• Liaise with vendors and building management as needed.
• Daily Office Coordination
• Greet guests and maintain a welcoming, professional environment.
• Track and replenish office supplies.
• Provide support with onboarding logistics and day-to-day operational needs.

Qualifications

• 5+ years of experience in administrative, office coordination, or executive support roles.
• Strong organizational and time management skills; thrives in a paper-heavy environment.
• Proven experience coordinating complex executive travel.
• Discretion and professionalism with handling confidential information.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and general office technology.
• Event planning and office culture-building experience.
• A proactive, service-oriented mindset: constantly anticipating and offering support.
• Familiarity with the private equity or investment world is an asset.