Job Description

• Office Manager
• Reports directly to the CFO/COO
• Full service Office Manager, responsible for all aspects of running the office and assisting the team. This hands-on and detail oriented person will be the go-to person for the team.
• Negotiate with vendors, ensure best-in-class service and pricing, timely annual renewals and competitive service
• Maintain detailed calendar of all company meetings, reconcile to sell side meeting lists, upload to annual broker vote
• Manage proxy voting, soliciting votes and casting votes, maintaining records Manage compliance system, including personal trading and holdings review, annual compliance affirmations for firm
• Coordinate document requests and material gathering for annual compliance review
• Manage all building maintenance requests, coordinate and liaise with building management and engineers
• Manage new employee onboarding and terminations, coordinating with HR and IT service providers
• Order supplies for office, including stationery, food & drinks, daily lunch, office supplies, tech supplies, maintain inventories of supplies
• Manage accounts payable, reconcile credit card bills, maintain payables report, ensure all payables are paid timely
• Liaise with other US offices, ensure rental paid, supplies ordered and IT working properly
• Coordinate with travel agents to book and modify travel arrangements for team, ensuring compliance with company T&E policy
• Prepare T&E reports, ensuring compliance with company T&E policy
• Set-up and coordinate meetings, manage conference rooms
• Develop and maintain policies and procedures for all aspects of the role
• Serving visitors by greeting, welcoming, directing and announcing them appropriately
• Answering, screening and forwarding any incoming phone calls while providing basic information when needed
• Receiving and sorting daily mail/deliveries/couriers
• Assist Portfolio Manager when necessary (including personal matters such as, insurance submissions/family travel arrangements)

Qualifications / Experience Required:

• Undergraduate degree with 5+ years of experience, preferably in financial services
• Team player, able to collaborate and coordinate with other team members
• Highly organized with good writing skills. Excel, Word, PowerPoint, etc.
• Service oriented and confident, able to manage multiple tasks simultaneously
• Good at projecting and protecting the Firm image
• Able to monitor and manage high priority situations and emergencies outside of office hours
• Hours are good 8-5pm.

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