Office Manager and Executive Personal Assistant

Seeking a top-notch, high level Executive Personal Assistant / Office Manager to help manage and grow an office located in Miami, FL.

This non-remote position will report to the office in Miami, M-F, 8 : 00a to 6 : 00p. Expected salary, depending upon experience, of $70 - $90K with benefits and a discretionary annual bonus. Start date is immediate. Five or more years of relevant work experience is required. This position reports directly to the Co-founder & Chief Investment Officer of an investment and asset management company.

The successful candidate must be discrete with dogged determination and have the ability to maintain complete confidentiality at all times. In addition, they must have experience working for high energy and driven professionals and their families and the willingness to do whatever the job requires from picking up dry cleaning to flying cross-country to resolve a real estate issue. The ability to be proactive and preemptive will be paramount to a candidate's success as will impeccable attention to detail along with an innate ability to take initiative and complete projects and tasks with little direction and oversight, with nearly flawless execution. Must be highly organized and comfortable with maintaining a system of repeated follow-up on priorities with a busy executive. Finally, the job requires the candidate to be numerate and comfortable reviewing expense reports and financial budgets, maintaining oversight of complex accounting systems.

Responsibilities will include but are not limited to :

• Scheduling : Managing the principal's calendar, including appointments, meetings, and events
• Travel : Booking travel arrangements, including flights, hotels, and rental cars
• Communication : Responding to emails and phone calls, drafting letters and documents, and communicating on behalf of the principal
• Office Management : Ensure the office runs smoothly and efficiently, maintaining physical space, filing systems, supplies, budget, day-to-day operations, and compliance
• Project management : Coordinating projects and deadlines, and working with other team members
• Property Management : Remotely supervise the domestic staff of five separate properties (countrywide and international), project-manage household renovations and tasks, liaising & negotiating with vendors and contractors and driving timelines
• Asset Management : Remotely manage the invoicing and some operational tasks of investment properties operating in regenerative agriculture
• Relationship Management : Diplomatically engage with, keep track of and cordially manage relationships with all manner of the principal’s network of investors, colleagues, staff, neighbors, vendors and contacts at various properties
• Research : Researching topics such as market trends, industry news, technology and providing helpful synopses to principal as requested
• Administrative tasks : Filing, data entry, record-keeping, and other administrative tasks
• Annual & Monthly Calendar Management : Keep track of a complex list of tasks that must be tracked annually and monthly; maintain system of reminders, checks and balances to keep principal organized on lists of ongoing projects and timelines
• Task List : Submit a daily report tracking status on all ongoing items across all categories of work; Maintain a Follow-up Folder of emails and tasks that must be repeatedly followed up on, so they don’t fall off the list even when responses have not yet been received.
• Event planning : Organizing events, often remotely, including interviewing and hiring of chefs event staff, pricing comparisons of vendors, booking facilities, organizing reservations and activities
• Expense reports : Preparing, reconciling, and submitting expense reports, maintain complex system of organizing and reviewing bank and credit card statements, reconciling of auto drafts and autopayments
• Maintaining confidentiality : Maintaining strict confidentiality with all materials and conversations one is privy to
• Personal affairs : Managing multiple aspects of the principal's personal affairs, such as booking personal reservations, purchasing gifts, and running errands; maintaining inventory and ordering household items for all properties; proactive and thorough anticipation of principal’s needs in advance of travel and arrival schedules
• Technology : Troubleshooting issues with phones, computers, and printers, keeping up with office supplies and functionality of devices at all properties

Qualifications

To Apply :

Submit your cover letter and CV to the attention of Clare in a single PDF to ATG.OfficeOperations@gmail.com with the subject line reading "EPA Applicant".

Salary : $70,000 - $90,000