Executive Assistant/Office Manager at Established Venture Capital Firm

Venture capital firm focused on early-stage b2b companies is looking for an Executive Assistant/Office Manager to join their team of 6 in their Miami office. This is an incredible opportunity to get your foot in the door with a successful venture firm. Working alongside and reporting to the Chief of Staff, you will provide core admin support to two Executives as well as own and oversee the office to ensure everything is running smoothly and the team is supported. Someone with extreme attention to detail and exceptional follow-through, who is a self-starter, able to quickly grasp new concepts. Proficiency in Spanish is highly desired, plus if you are proficient in Hebrew too. This is an in-office role in Sunny Isles Miami. 90-110K+ DOE + 100% coverage on benefits includ. dependents & spouses, bonus, 401k eligibility, generous PTO and holidays, plus lunch provided twice a week!

Responsibilities

• Support two senior executives with detailed scheduling, travel arrangements, calendar management, and other tasks as needed.
• Maintain the professional appearance of the office. Ensure it is always clean, tidy, and organized. Verify the coffee station is stocked, and that the conference rooms are clean and neat for the next meeting. Open and close the office, greet all guests in a friendly and engaging manner, offering refreshments,
• Manage all mail and packages. Collect from the mailroom, sign for, distribute, drop off, etc.
• Proactively maintain office equipment to ensure everything is running smoothly
• Maintain office, kitchen, drink/coffee snack list.
• Remotely coordinate office visitor access for New York office.
• Enter contacts, add notes and information into CRM Affinity.
• Facilitate and order Monday and Wednesday lunch deliveries for the Miami and New York teams as well as for group meetings in a timely manner.
• Keep Ramp (expense reporting tool) consistently updated and complete with the required and necessary information.
• Assist with event logistics including venue research and communication.
• Ad-hoc projects and tasks as needed.
  
  

Qualifications

• 3+ years of administrative and office management experience.
• Immaculate attention to detail and highly organized.
• Fully proficient in Microsoft Office and G Suite, tech-savvy, and familiar with PCs and Macs.
• Impeccable ethics, diplomatic and discreet.
• Multi-tasker with excellent time-management skills and ability to prioritize tasks.
• Excellent oral and written communication skills.
• Smart, bright, self-motivated with a can-do attitude, no task too small to handle.
• Team player, punctual and dependable, flexibility to work necessary hours as needed.
• Spanish proficiency preferred. Hebrew proficiency a bonus!
• Familiar with the Greater Miami/South Florida area and the local scene.
• Ability to maintain professionalism under pressure and adapt to changing plans and priorities.
• Able to bend, reach, lift, move, and carry boxes up to 25-30 lbs.