Job Description

Key Responsibilities:

Office Management & Operations

• Oversee all aspects of the office, ensuring a professional and welcoming environment.
• Coordinate office space planning, including ordering supplies, managing vendors, and working with IT and external suppliers.
• Maintain common areas, including the reception area, kitchen, and conference rooms.
• Organize in-house luncheons, meetings, and special events.

Executive Support

• Provide high-level administrative support to the CEO, VP of Finance, and Controller.
• Manage calendars, schedule meetings, and coordinate logistics.
• Arrange domestic and international travel, often on short notice, ensuring seamless itineraries.
• Assist with special projects, expense reporting, and document preparation.

Investor & Client Relations

• Serve as the first point of contact for investors, clients, and guests, ensuring a polished and professional presence.
• Handle correspondence and communications with professionalism and discretion.
• Maintain and update contact lists and databases.

Administrative & Financial Support

• Manage incoming and outgoing mail, office supplies, and general office upkeep.
• Support basic accounting functions, such as expense tracking and reporting.
• Assist with maintaining legal and business reporting deadlines.
• Work on transactional and corporate projects as needed.

Required Qualifications:

• Minimum 3+ years of office management experience within a small corporate setting.
• Experience providing executive support to senior leadership.
• Strong written and verbal communication skills, with the ability to interact professionally with investors, clients, and internal stakeholders.
• Proficiency in Microsoft Office Suite (Teams, Outlook, Excel, Word, PowerPoint) as well as Zoom .
• Experience with Concur and ADP is a plus. Notary Public certification is a plus.
• Highly proactive and organized , with the ability to manage multiple priorities in a fast-paced environment.
• Experience handling travel coordination with quick turnarounds.
• Bachelor’s degree preferred.

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