Head Assistant

1 week ago

miami, United States W5 Group Full time

About W5 Group:

W5 Group, the family office of Ralph Winter, has been a pioneering force in the real estate market for over 15 years. With a portfolio that spans over 40,000 student apartments and more than 100,000 residential units, W5 Group is a leader in innovative real estate concepts. Our offices in Miami, New York, Frankfurt, and Zug (Switzerland) have facilitated over $5 billion in US investments since 2018, particularly in the Innovative Living segment.


W5 Group was established in Switzerland in 2009 as Ralph Winter’s investment office to deploy capital in real estate, venture capital and growth equity. In 2018, W5 expanded its operations to the US and has offices in Miami and New York in addition to its presence in Frankfurt, Germany and Zug, Switzerland.

Ralph Winter is a successful global entrepreneur and real estate investor who was an early investor in European student housing, multifamily, micro-apartments and shared living. Ralph amassed a portfolio of 40,000+ student housing units and 100,000+ multifamily units, generating over €30 billion in investment transaction volume.

 

Job Overview:

We seek a dynamic, proactive, and detail-oriented Operations Analyst / Office Assistant to support the global team of W5 Group. This position offers a unique opportunity to learn the inner workings of a family office and the intricacies of real estate investment. The position will support the team in two core areas, operational support of the real estate team & finance/accounting team (70%) and general office management (30%). This role is ideal for a generalist with hands-on mentality who likes to work in a fast-paced and entrepreneurial environment.

 

Operative Business Support:

  • Serve as the principal liaison for internal and external communications on behalf of the principal and the team.
  • Anticipate the needs of the principal by proactively managing emails, prioritizing tasks, and ensuring timely responses.
  • Prepare and process expense reports using Expensify.
  • Help develop and implement sales strategies, creating pitch materials and other investor-facing documentation.
  • Coordinate and schedule investor meetings, following up with materials, summaries, and next steps.
  • Assist with project management tasks, tracking milestones, and deadlines to ensure projects stay on schedule.
  • Collaborate on investor outreach efforts, assisting in identifying potential family offices and institutional partners for real estate investment opportunities.
  • Research market trends, competitor activity, and investment opportunities, presenting findings in digestible formats.
  • Provide data analysis for ongoing projects and investments, delivering key insights to the principal and executive team.
  • Coordination with the finance/accounting team regarding tax reports, KYC reporting and certain finance related administrative tasks.
  • Work closely with the team to prepare due diligence materials, including investment performance metrics and risk assessments.
  • Assist with CRM Database, Investor Relations database and real estate research & market analysis
  • Assist with presentations and marketing materials
  • Assist with administrative tasks and special projects as needed, like preparing reports and project coordination

 

Office Management:

  • Coordinate operations for W5 Group which has offices in Miami and New York in the US 
  • Oversee Miami office operations 
  • Provide high-level administrative support, including managing calendars, organizing travel arrangements and handling expense reports.
  • Arranges all scheduling, external and internal meetings, business development meetings, assignment related meetings and VC 
  • Manages a complex and dynamic calendar of events and priorities meetings/calls with domestic and international counterparties
  • Coordinates domestic and international travel including itineraries, airlines, car rentals, hotel bookings, restaurant reservations and more
  • Prioritizes needs, handles matters expeditiously, proactively, and follows-through on project to successful completion, often with deadline pressure
  • Performs additional administrative support for activities included but not limited to, fielding phone calls, receiving and directing visitors, event planning, and other ad-hoc projects as requested
  • Maintain and enhance appearance, functionality and smooth working environment of Miami office including audio visual equipment, cleanliness, stocking of fridge and pantry, materials supplies, indoor and outdoor furniture, preparing office for guest arrivals and meetings etc. 
  • Coordinates various office support services, including supervising purchase processes, sourcing and selecting vendors to ensure office is operating smoothly
  • First point of contact to welcome and entertain clients and guests upon arrival
  • Willing to roll-up sleeves when necessary and participate in activities designed to enhance the Family Office as needed
  • Handle ordering office supplies, including snacks, coffee, water, and other essentials.
  • Coordinate with vendors for office-related needs and ensure the office is stocked and functions smoothly.
  • Assist in organizing office events, meetings, and other administrative duties to maintain an efficient workspace

 

Requirements:

  • Experience: 3-5 years of relevant experience in a related position; (administrative assistant work, operations coordination, or similar roles in a professional family office environment)
  • Education: Undergraduate full-time degree 
  • Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Temas) with advanced Excel skills being a plus.
  • Soft Skills: Pro-active work mentality, strong organizational, communication, and interpersonal skills, with the ability to handle multiple tasks in a fast-paced environment.
  • Independence: Self-starter who can work independently and is a collaborative team player.
  • Travel: Willingness to travel as required (but not required very often)
  • Bonus Skills: Familiarity with CRM systems and/or Quickbooks accounting system, Zoom

 

What We Offer:

  • A rare opportunity to work closely with the team of an international family office
  • Exposure to an international, dynamic, and entrepreneurial business environment
  • The possibility of full-time employment based on performance and business needs.
  • Competitive compensation, including potential bonuses and a comprehensive benefits package
  • Head office in Miami Beach


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