What are the responsibilities and job description for the Office Manager/Administrative Assistant/Event Coordinator position at Toorak Capital Partners?
Company
Toorak Capital Partners (“Toorak”) is an integrated capital provider and investment manager headquartered in Tampa, FL and with offices in Summit, NJ and London, UK. Toorak partners with private lenders throughout the U.S. and the U.K. and has acquired over $13B in (20,000 ) business purpose mortgage loans backed by residential, multifamily, and mixed-use properties. Toorak manages all aspects of its investment portfolio using its dedicated internal team, including loan sourcing, pricing, underwriting, acquisition, capital markets (securitization/debt issuance) and asset management.
With capital commitments from entities managed by KKR, a leading global investment firm, Toorak has revolutionized the way business purpose real estate lenders access capital. The firm was the first to link private lenders with institutional capital. Toorak has been recognized by NJBIZ as New Jersey’s #1 fastest growing company in 2019 and 2020 and has earned the #3 spot for the Fastest Growing Company in NYC Metropolitan Area by Crain’s New York Business.
Opportunity
Job Title: Office Manager/Administrative Assistant/Event Coordinator
Status: Full Time, Exempt
Location: Tampa, FL – Supporting 4 Senior Executives primarily located in Summit, NJ
Travel Requirements: Limited
Reports to: Senior Executive Assistant to CEO
Toorak is seeking a highly organized, proactive and detail-oriented Office Manager/Administrative Assistant for our fast-paced Tampa office. In this position, you will play an integral role as you leverage your high degree of confidence, integrity, and professionalism. Your primary mission will be to provide best-in-class administrative support to 4 senior team members which involves a wide variety of duties that are critical to ensuring smooth and seamless business processes. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions. The ideal candidate is a self-starter who thinks outside of the box and has a sense of urgency.
The day-to-day responsibilities cover the administrative duties required for a busy senior team primarily located in our Summit, NJ office with 2 of the 4 senior executives maintaining both Summit, NJ and Tampa, FL offices. Responsibilities include:
• Heavy calendar management - owns and coordinates heavy, complex meeting schedules. Includes the management of calendars, related correspondence, meeting details, logistics coordination.
• Oversee all office administration such as supply ordering, new hire set-up, food catering ordering/delivery for large meetings, keeping office pantry stocked, etc.
• Advanced proficiency- using PowerPoint, Word Documents, Excel and Office 365 – with meticulous attention to detail in matters of proofreading, document processing, and relaying messages.
• Experienced Events/Conferences Management - Coordinates events and meetings. Provides catering management, IT coordination and all other necessary support needed for a successful on-site or off-site meeting or event.
• Assist with making travel arrangements, as needed.
• High proficiency with technology, video conferencing, office equipment, including excellent, dynamic phone presence.
• Outstanding organizational, priority management and time management skills.
• Flexibility - Able to be flexible with hours and accessibility to support senior team located in Summit, NJ and Tampa, FL offices.
• Provide back-up support to the Senior Executive Assistant to the CEO, as needed.
Qualifications/Competencies
• Ability to handle highly sensitive business and human resources communications, data and other information with confidentiality and discretion.
• Resiliency - able to diplomatically and constructively, ensure objectives are met. Able to quickly obtain information needed to move forward with a specific need/objective.
• Able to mold interactions, tone, style etc. as needed based on the changing demands on the senior team and the multiple internal and external customers and points-of-contact that continually access the senior team.
• Appropriate professional presentation - Demonstrate ability to communicate effectively with senior executives, high-level clients and candidates, and employees with equal respect and composure.
• Ability to speak clearly and succinctly relative to needs, questions, goals, etc. Must be direct in asking for clarification, guidance, opinions etc. of the senior team to ensure accurate delivery on commitments, scheduling needs, meeting set-up, etc.
• Act independently, operating on accurate details and excellent judgment.
• Imperative to possess a “can-do” perspective, and ability to “get-things-done” under ambiguous, time constrained, high-pressure circumstances.
• Up-to-date familiarity and skills with latest office gadgets and applications.
Education and Experience Requirement
If you are an experienced administrative professional/office manager with the requisite qualifications who thrives in an exciting, dynamic environment, this is the perfect opportunity for you. To be considered, qualified candidates must have:
· Bachelor's degree
· 5 years of successful experience as an Administrative Assistant
· Proficiency in Excel – must be able to merge files and work efficiently within the platform
Other
Notary Public or willingness to get designation required
Must be authorized to work in the US
Must be able to work in the office 5 days a week, if required
Toorak provides an excellent benefits package that includes medical, dental, life, 401(k) and more.
Equal Opportunity Employer