Executive Assistant Office Manager
1 month ago
Family Office and Boutique Investment Management Firm
Executive Support and Office Manager
September 2024
Summary:
We are a boutique investment management firm and private family office. We are hiring for a multi-functional role that will include aspects of executive and professional support, office management, and, preferably, but not necessarily, bookkeeping, for our seven-person team at our informal, fast-paced Coconut Grove headquarters. You will principally report to the general counsel, but respond to inquiries and assignments from the managing partner, chief financial officer, portfolio managers, and other designated individuals. You will be responsible for ensuring well-run systematic operations for core functions of the office, with guidance and instruction from management. Ideally, with guidance from our team, you will support transaction execution, due diligence investigation, litigation oversight, compliance enforcement, among many other functions. We are a small, agile team. We are seeking a candidate who can be trusted to work independently and be highly responsive. We are seeking a candidate who aligns with our core values and is committed to supporting and maintaining those values in their day-to-day work and interactions, including integrity, discretion, communication, loyalty, humility, and flexibility.
Role:
Full time executive assistant and office manager for Miami-based boutique investment firm
Required Qualifications:
- Must be authorized to work in the U.S.
- Bachelor's Degree
- Impeccable written and verbal communication skills in English and a high level of professionalism
- Strong organizational skills
- Extreme attention to detail
- Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
- Motivated self-starter and team player who can take on multiple projects simultaneously and work independently
Preferred Qualifications:
- 3+ years’ experience in fund management and/or investment industry
- 3+ years’ experience in fund and/or investment management accounting
- Understanding of investment management practices, financial reporting, and tax reporting forms
- Proficient in Intuit QuickBooks
Responsibilities:
- Act as liaison to the accounting firm and manage client-side aspects of tax return preparation (document collection, not an accounting function)
- Download, save, organize, and track monthly bank/broker statements, track investment K-1s for multiple investment entities, assist in compiling annual tax packages, including year-end trial balances and supporting work papers
- Office management and administration, coordination of team schedules, phone coverage, sort, and scan mail
- Provide support to the investor relations team, keep track of investor redemptions, contributions, assist with new client onboarding process, monitor public email folder, address investor inquiries
- Provide support to compliance and trading staff, as well as execute marketing projects
- Maintain office filing system
- Provide administrative support to Miami office staff, including travel and day-to-day logistical support
- If the candidate has bookkeeping experience:
- Assist in bookkeeping for multiple operating entities including QuickBooks data entry, bank reconciliations, preparation of wire instructions, physical check generation, tracking of accounts payable, processing payments to vendors, quarterly payroll entries, allocation of expenses across various entities
- Assist with fund accounting: liaise with fund administrator, assist in reviewing monthly NAV packages, which include trial balance, expense accruals, capital activity, and investor statements
- Assist with annual funds‘ audits, assist in reviewing investor K1s and liaise with funds’ administrator on updating investor contact information
- Compensation: Commensurate with experience
- Benefits: Health/dental/vision/other benefits package offered to all employees
This job description is intended to be a general representation of the responsibilities and requirements of the job. The description is not all-inclusive, and responsibilities and requirements are subject to change.
EQUAL EMPLOYMENT OPPORTUNITY
It is our policy to provide equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, sensory, physical, or mental disability, marital status, veteran or military status, genetic information, or any other classification protected by applicable local, state, or federal laws. This policy applies to all aspects of employment, including, but not limited to, hiring, job assignment, compensation, promotion, benefits, training, discipline, and termination. Reasonable accommodation is available for qualified individuals with disabilities, upon request.
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