- Company Name
- B Capital
- Job Title
- Executive Assistant/Office Manager
- Job Description
-
**Job Title**
Executive Assistant/Office Manager
**Role Summary**
Provide high‑level administrative support to a small group of Partners in the Investment team while managing day‑to‑day office operations. Balance dynamic calendar management, complex travel planning, and meeting logistics with facility coordination, hospitality, and culture-building activities to ensure a seamless workplace experience for the team and external stakeholders.
**Expectations**
- Manage fast‑paced, shifting priorities independently, maintaining proactive communication and high responsiveness.
- Uphold confidentiality and professionalism in all interactions with senior executives, investors, and partners.
- Operate effectively in a hybrid environment, supporting both in‑office and remote teams.
- Maintain a polished, investor‑ready environment, including guest registration, AV troubleshooting, and office space coordination.
- Lead on‑site execution of key partner, portfolio, and investor engagements, ensuring smooth logistics and hospitality.
**Key Responsibilities**
_A. Executive Administrative Support_
1. Own and optimize complex calendars for Partners, offering alternatives aligned with business priorities.
2. Coordinate a broad spectrum of internal and external meetings, both onsite and remote.
3. Arrange domestic and international travel end‑to‑end, anticipating logistical needs.
4. Prepare meeting materials, maintain confidential filing systems, and submit expense reports per guidelines.
5. Build relationships with clients and their assistants, facilitating scheduling and information flow.
6. Handle occasional personal requests and board/leadership commitments.
7. Provide timely updates, prioritize requests, and resolve issues independently where appropriate.
_B. Office Management_
1. Serve as primary liaison with facilities, security, and IT to ensure smooth day‑to‑day operations.
2. Manage mail, deliveries, guest registration, and conference room allocation.
3. Troubleshoot basic AV and tech issues; escalated issues efficiently.
4. Support hybrid operations, aligning office presence with business needs.
5. Coordinate space usage, meeting logistics, and hospitality for partner, portfolio, and investor events.
6. Attend key external meetings and firm events on‑site to ensure flawless execution.
_C. Culture & Community_
1. Plan and execute team gatherings, happy hours, and off‑sites to strengthen firm culture.
2. Address a wide range of in‑office and cross‑team requests with a solution‑oriented mindset.
**Required Skills**
- 8+ years of executive‑level support in a fast‑paced environment.
- Exceptional written and verbal communication; polished professional presence.
- Strong organizational, multitasking, and detail‑orientation abilities.
- Calm, adaptable, and able to pivot quickly amid shifting priorities.
- Experience with hybrid collaboration tools (Zoom, Slack, Teams).
- Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Google Workspace, and Concur.
- Prior exposure to finance, venture capital, private equity, or law firms is preferred.
**Required Education & Certifications**
- Bachelor’s degree in a relevant discipline (e.g., Business, Finance, Communications).