Executive Assistant & Office Manager
About Bloom Equity Partners
Bloom Equity Partners is a lower-middle-market private equity firm focused on control investments in enterprise software and business services. We're a small, high-output team where everyone wears multiple hats.
Role Overview
We're hiring a highly organized, proactive Executive Assistant & Office Manager to support the firm's Managing Partner and oversee the day-to-day operations of our NYC office.
This is a highly visible role at the center of the firm. You will own calendar management and scheduling support for the partners, coordinate travel and logistics, support investor and executive interactions, and ensure the office operates smoothly and professionally.
Roughly 30% of the role is calendar management — keeping the partners' time on track, coordinating across investors, portfolio company CEOs, management teams, and external advisors, and making sure every meeting is set up to succeed.
The right person is organized, polished, responsive, and comfortable operating in a fast-paced environment with competing priorities. They can confidently manage a complex calendar, coordinate a travel itinerary, greet an investor visiting the office, or handle a last-minute change without missing a beat.
We're seeking someone who enjoys taking ownership, solving problems independently, and creating order out of complexity. As Bloom continues to grow, there will be opportunities to take on broader operational responsibilities and special projects over time.
Indicative Time Allocation
~30% Calendar Management & Executive Scheduling
~25% Office Management & Reception
~30% Administrative Support (travel, expenses, events, logistics)
~15% External Coordination & Special Projects
Key Responsibilities
Calendar Management & Executive Support
Manage complex and frequently changing calendars for the firm's partners
Coordinate meetings with investors, portfolio company executives, prospective management teams, bankers, attorneys, advisors, and internal team members
Resolve scheduling conflicts, manage competing priorities, and proactively identify issues before they arise
Maintain rolling calendar visibility and ensure executives are prepared for upcoming meetings and commitments
Coordinate meeting logistics including conference rooms, Zoom links, materials, transportation, catering, and follow-up actions
Draft and proofread professional correspondence and meeting-related communications
Handle confidential information with discretion and professionalism
Office Management & Reception
Own day-to-day office operations, including supplies, snacks, mail, vendors, building management, and facilities coordination
Serve as the primary point of contact for office-related needs and requests
Welcome investors, candidates, portfolio company executives, and other visitors to the office
Manage conference room scheduling, visitor logistics, and meeting setup
Coordinate onboarding logistics including equipment, building access, workspace setup, and firm materials
Assist with basic technology troubleshooting and coordination with external IT providers
Administrative Support
Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries
Prepare and submit expense reports and reimbursement requests
Process invoices and assist with office-related vendor payments
Monitor shared inboxes and inbound communications
Coordinate team events, offsites, holiday gifting, and firm gatherings
Support ad hoc administrative and operational projects as needed
External Coordination & Special Projects
Serve as a polished and professional first point of contact for external stakeholders
Coordinate logistics for investor meetings, office visits, and firm events
Assist with Annual Meeting logistics, attendee coordination, reservations, and related administrative support
Maintain contact databases and administrative records
Support special projects and operational initiatives across the firm
What We're Looking For
2+ years of experience supporting senior executives, founders, partners, or C-suite leaders
Demonstrated experience independently managing complex executive calendars, including competing priorities, multiple stakeholders, time zones, and last-minute changes
Experience coordinating domestic and international travel and handling logistics with minimal oversight
Strong prioritization skills and the ability to operate independently in a fast-paced environment
Exceptional attention to detail, follow-through, and organizational skills
Professional written and verbal communication skills
Strong proficiency with Microsoft Outlook (calendar management, scheduling, distribution lists), Excel, Word, and the broader Microsoft Office suite
Comfortable learning new systems, troubleshooting basic technology issues, and adapting to changing priorities
Preferred
Experience in private equity, investment banking, asset management, financial services, legal, consulting, accounting, or another professional services environment (strongly preferred)
Experience coordinating high-touch visitor, client, or investor experiences
Familiarity with NYC office vendors (building management, catering, car services, hotels)
Experience with expense management, travel platforms, and administrative operations
Experience with Microsoft 365, SharePoint, QuickBooks, Rippling, or similar business systems
Experience working in a small team or startup-like environment
Ideal Candidate Profile
Calendar-disciplined and treats the partners' time as a valuable resource
Service-oriented and anticipates needs before being asked
Polished, professional, and comfortable interacting with senior executives and external stakeholders
Ownership-oriented and comfortable operating with minimal supervision
Calm under pressure and adaptable when priorities change
Curious, eager to learn, and motivated by exposure to how a private equity firm operates
Salary: $75,000-$85,000
Location: New York City (in-office)
Skills Required
- 1-3 years of administrative, executive assistant, office coordinator, hospitality, or front-of-house experience
- Bachelor's degree required
- Demonstrated calendar management experience
- Polished communication style
- Strong Outlook, Excel, and Microsoft stack skills
What We Do
Bloom Equity Partners is a private equity firm investing exclusively in lower middle market technology, software and tech-enabled business service companies. Bloom drives enduring market value by partnering closely with founders and management teams, injecting capital to unlock growth and providing operational resources and expertise to enable meaningful step-change to the business.
