Office Manager

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Job description

Who We Are:

We are an independent, majority women-owned asset management firm that brings a unique approach to managing assets for individuals, institutions, and foundations. Our entrepreneurial and innovative team is dedicated to identifying and investing in underappreciated growth opportunities through a thematic and tailored investment strategy.

Who You Are:
As the Office Manager, you will be an essential part of our team, ensuring the smooth and professional operation of our office. With a strong background in asset management or the financial services industry, you will manage complex administrative tasks, provide executive support, and maintain a well-organized and compliant work environment. The ideal candidate is proactive, detail-oriented, and possesses exceptional communication and organizational skills, along with experience in client service and compliance.

What You'll Do:
Key Responsibilities:

Administrative Support:

Oversee office communications, including handling phone calls, emails, and correspondence with clients, partners, and stakeholders.

Coordinate and manage schedules, meetings, and travel arrangements for executives and staff, ensuring all logistics are seamlessly executed.

Prepare, review, and distribute critical documents, including meeting agendas and minutes, with a strong emphasis on accuracy and confidentiality.

Office Management:

Manage office supply inventory, ensuring timely procurement and efficient stock management.

Maintain a professional and organized office environment, overseeing cleanliness and operational functionality.

Liaise with building management and service providers to address office maintenance, repairs, and compliance with building protocols.

Financial and Compliance Administration:

Support the finance team by processing invoices, expense reports, and reimbursements with a high level of accuracy.

Collaborate with compliance teams to ensure all financial records and administrative practices meet regulatory standards.

Assist with compliance activities, including document management and adherence to industry regulations.

Client Relations:

Serve as the first point of contact for clients and visitors, ensuring a professional and welcoming experience.

Prepare and distribute client communications and materials, ensuring alignment with brand standards and compliance requirements.

Act as a liaison between clients and internal teams, addressing inquiries and facilitating clear communication.

Human Resources Support:

Coordinate onboarding processes for new hires, ensuring compliance with company policies and regulatory requirements.

Maintain employee records with confidentiality and assist with HR-related tasks and inquiries.

Technology and Equipment Management:

Oversee office technology and equipment, ensuring all systems are functional and compliant with security protocols.

Coordinate with IT support to troubleshoot technical issues and ensure systems are up-to-date.

Special Projects:

Lead and support various strategic projects and initiatives as assigned by management.

Assist in planning and coordinating company events and meetings, ensuring smooth execution.

What You Bring:
Qualifications:

Bachelor's degree in Finance, Business Administration or a related field.

Minimum of 4-5 years of experience in office management or a similar role within asset management, financial services, or a related industry required.

Strong client service experience and a deep understanding of compliance requirements in the financial sector.

Excellent organizational, multitasking, and communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with financial software.

Demonstrated ability to handle confidential information with discretion.

Professional demeanor and appearance.

What We Offer:
Salary Range: $90k-$110k depending on experience.

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