What are the responsibilities and job description for the Workplace Experience Manager position at Vialto Partners?
Key Responsibilities
Office Operations & Administration
Office Operations & Administration
- Manage day-to-day office operations, ensuring a smooth and efficient workplace.
- Serve as the primary point of contact for office-related inquiries, including vendor management and facility coordination.
- Oversee office supplies, IT coordination, and office equipment maintenance.
- Ensure compliance with company policies, workplace safety, and local regulations.
- Provide administrative support to C level senior leadership, travel arrangements, technology and meeting coordination.
- Enable seamless interactions for guests to the office with building, office access and seating arrangements.
- Assist in organizing global and regional meetings, corporate events, and leadership offsites.
- Support onboarding for new employees, ensuring they have necessary resources and office access.
- Liaise with Board, PE firm, building management and external service providers to maintain a professional work environment.
- Manage contracts with office vendors, including catering, cleaning, security, and IT services.
- Ensure the office space meets the evolving needs of a hybrid or in-office workforce.
- Organize employee engagement events, team-building activities, and company-wide meetings.
- Manage logistics, catering, and internal communications for office functions.
- Support DEIB and Inclusion Community initiatives by facilitating in-office events.
- Schedule, organize, and set up meetings, including virtual and in-person sessions.
- Prepare agendas, take notes, and distribute meeting minutes.
- Arrange necessary materials, presentations, and technology for meetings.
- Bachelor’s degree in Business Administration, Office Management, or a related field (preferred).
- 5 years of experience in office management, administration, or a similar role.
- Prior experience working with C Suite, board members and private equity firms.
- Strong organizational, time management, and multitasking skills.
- Excellent communication and interpersonal abilities.
- Proficiency in Gmail, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and other office management tools.
- Problem-solving mindset with the ability to work independently and proactively.
- Experience in a professional services or global business environment is a plus.
- This is an on-site role requiring presence during business hours.
- Some flexibility may be needed for special events or office emergencies.
