Executive Assistant Office Manager

Our client, an investment firm headquartered in London, is looking to hire an Executive Assistant/Office Manager to help build out their new Miami office and be an EA to a fast-paced partner. The ideal candidate will have strong administrative experience and be a team player. A person who has great follow up and communication skills as well as attention to detail and an entrepreneurial mindset will excel in this role. You must possess a “no task too big or too small mentality.”

Job Details:

COMPANY: Investment firm

POSITION: Executive Assistant/Office Manager

LOCATION: Miami, FL

COMPENSATION: Up to $120k DOE + Benefits + Discretionary Bonus

BACHELOR'S DEGREE REQUIRED: Required

Responsibilities of the Team Executive Assistant/Office Manager:

-Be an EA to a fast-paced partner in addition the wider US based team

-Calendar management (including time zone management), organization, and basic research

-Greeting visitors upon entry to office, providing courteous reception and prompt escort to meeting rooms

-Travel management and scheduling (includes flights, cars, hotels, etc.) – closely managing itineraries with an eye toward detail, team preferences, and staying on top of real-time changes

-Team organization – contacts, spreadsheets, cloud/document system organization, project management, etc.

-Organize an office move and build out office space

-Liaising with vendors, including for copier and IT servicing, green plant maintenance, and coffee and water providers

-Part of the role will also be to take a lead role in liaising with the client's central functions based in London such as Legal, Finance, Compliance, HR and IT

-Act as the point of contact for the office, managing vendors and vendor relations, controlling office entry including badges and security, scheduling conference rooms, etc

-Event planning including internal and external meetings as well as offsites

-Schedule client meetings

-Manage expenses/reimbursement

-Be able to collaborate with other EA in international markets

-Special projects, as needed

Requirements of the Team Executive Assistant/Office Manager:

-Must have a minimum of 2-10 years of experience at the executive assistant level in a professional services environment

-Strong verbal and organizational skills; exceptional attention to detail

-Strong interpersonal skills with the ability to work effectively with remote team members

-High level of initiative and responsibility with a dedication to quality

-Forward thinker about calendars and generally use the 5Ps as a guide (proper preparation prevents poor performance)

-Proficient in the Microsoft Suite

-The firm is looking for individuals who possess an entrepreneurial spirit, a keen attention to detail who enjoy a fast-paced environment

-Have an upbeat personality and can-do attitude

-Verification of identity, education, prior employment, and references may be required