Executive Assistant/Office Manager at Established Venture Capital Firm
Bloom Talent
Miami, FL
See who Bloom Talent has hired for this role
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.
- 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.
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Seniority level
Associate -
Employment type
Full-time -
Job function
Administrative -
Industries
Venture Capital and Private Equity Principals
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