Office Manager / Executive Assistant

Office Manager & Executive Assistant (Full-Time, Onsite) 

Our onsite Office Manager & Executive Assistant plays a critical role in ensuring smooth day-to-day operations, supporting company leadership, and driving organizational efficiency. This individual is responsible for managing administrative functions, overseeing office operations, coordinating HR and compliance tasks, and providing high-level executive support. 

This is a dynamic and fast-paced position, ideal for a proactive problem-solver who thrives in an environment where no two days are the same. If you’re highly organized, detail-oriented, and passionate about creating structure while keeping things running smoothly, we want to hear from you! 

Who We Are – Ark Financial 

The Ark Financial Mission is to Glorify God and transform the financial industry by serving clients better. While most financial service firms provide monolithic financial solutions based on their in-house products, heritage models, and shrouded information, Ark was formed with transparency, advocacy, and innovation at the core. We believe every family lives more abundantly with a Family Office, and so we have set out to bring the Family Office to every family in the world. A Family Office is more successful at driving towards a family’s goals and objectives because it can successfully coordinate across multiple disciplines, including finance, tax, legal, insurance, and good old-fashioned organization.  

Ark Financial Vision  

Our vision is that one day everyone will have a family office.  

Key Responsibilities 

Office Management 

• Maintain key relationships with the landlord, building engineer, janitorial staff, and other third parties. 

• Manage office supplies, furniture, and general office upkeep. 

• Ensure conference rooms and workspaces are set up for employees, clients, and recruits. 

• Maintain and improve office culture through team events, morale-boosting initiatives, and “random fun-ness.” 

• Oversee office technology, including phone systems, printers, and studio equipment. 

• Coordinate subtenant relationships and manage office space logistics. 

Executive Assistance 

• Provide high-level administrative support to the CEO and Managing Director. 

• Manage multiple email accounts and prioritize critical communications. 

• Handle complex scheduling and calendar management. 

• Capture notes and action items for key meetings. 

• Track and follow up on leadership tasks to ensure completion. 

• Manage digital file organization and document SOPs. 

Human Resources & Employee Support 

• Oversee onboarding and offboarding for employees and contractors. 

• Administer and manage benefits, including 401(k), HRA, PTO, and insurance. 

• Support recruiting efforts and coordinate interviews. 

• Plan and execute team events, holiday celebrations, and employee appreciation initiatives. 

• Serve as an employee advocate, ensuring a positive and supportive work environment. 

Marketing & Sales Support 

• Assist with client communications, including newsletters, disclosures, and compliance reviews. 

• Provide sales administration within HubSpot. 

• Manage prospect outreach, follow-ups, and scheduling. 

• Ensure proper documentation and follow-up for sales leads and client inquiries. 

• Organize and maintain digital files and SharePoint records. 

Special Projects & Miscellaneous 

• Handle travel bookings for executives. 

• Coordinate special projects as assigned by leadership. 

• Run office errands as needed. 

Qualifications 

Experience & Skills 

• Minimum of 3 years of experience in office management, administrative assistance, or executive assistance. 

• Strong organizational and time management skills with an ability to prioritize tasks effectively. 

• Excellent written and verbal communication skills. 

• High attention to detail and problem-solving abilities. 

• Proficiency in technology systems, including Microsoft Office, HubSpot, and other business tools. 

• Ability to handle sensitive and confidential information with discretion. 

Soft Skills 

• Self-starter with the ability to work independently and anticipate needs. 

• Collaborative and team-oriented mindset. 

• Ability to stay calm and focused in a fast-paced environment. 

• Flexibility to shift priorities quickly.  

Compensation & Benefits 

• Salary: Dependent upon experience 

• Benefits package, including 401(k), HRA, PTO, onsite gym and more. 

• Opportunities for professional growth and development 

• A supportive and collaborative company culture 
  
  If you’re excited about the opportunity to make a significant impact in a dynamic organization, we can’t wait to meet you!