iCapital is powering the world’s alternative investment marketplace. Our financial technology platform has transformed how advisors, wealth management firms, asset managers, and banks evaluate and recommend bespoke public and private market strategies for their high-net-worth clients. iCapital services approximately $176 billion in global client assets invested in 1,433 funds, as of December 2023. iCapital has been named to the Forbes Fintech 50 for six consecutive years (2018-2023); a three-time selection by Forbes to its list of Best Startup Employers (2021-2023); and a three-time winner of MMI/Barron’s Solutions Provider award (See link below).
About the Role
We are looking for an experienced Office Manager/ Executive Assistant who will help in supporting the daily activities of the company and will serve as the face of iCapital’s London office. The Office Manager will also support 2 Managing Directors in an Executive Assistant capacity. This role provides practical and administrative support and serves as a point of contact for clients, vendors, suppliers and other external constituencies. You should have experience managing a modern office (and thus ensuring a professional and efficient work environment) and interacting with high level executives and the ability to manage up through tact, anticipation of needs, strong attention to detail, and a high level of confidentiality. You will often be communicating, scheduling, and collaborating with our team, clients, potential clients, vendors and suppliers. This role is an exciting opportunity to join a small but growing team and create and maintain an office environment where all employees and others feel welcome, engaged, and equipped to do a great job.
The role will report to the Workplace Senior Vice President based in the US functionally and locally to the Head of the London office.
Responsibilities:
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Managing the office: liaising with the relevant building and iCapital staff to ensure the office provides a professional and efficient working environment. Oversees facilities and manages escalations; ensures all aspects of the office are functioning properly.
- Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and ensuring accountability for operating expenses.
- Builds relationships with and negotiates with vendors, submits invoices, creates office expense reports, manages vendor payments system. Knowledge of Expensify and Coupa or similar platforms is a plus.
- Owns and maintains positive and productive relationships with property management and third-party vendors (HVAC, food, and beverage, etc.).
- Submits and maintains up-to-date COIs for all vendors.
- Provides a safe working environment by upholding safety and security procedures across the facilities team. Collaborates with Risk Management team.
- Facilitates desk moves. Knowledge of OfficeSpace is a plus.
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Establish and maintain all office protocols, facilities management, and maintenance.
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Plan and coordinate repairs, installations, and refurbishments of office equipment when necessary.
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Stock all office items, place orders and maintain office inventory.
- Coordinate and manage events (happy hours, meetings, offsite events, etc.).
- Implement and execute employee engagement through lunches, happy hours, outings.
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Liase with Corp IT regarding physical hardware replacements (Laptops, monitors, keyboard/mice).
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New Hires/Offboarding - Work with the Corp IT team on assigning a device for the new hire
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Offboarding – Work with the Service Center to collect the device and add it back to inventory.
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Monthly Inventory checks (procurement by Service Center) take a count of the equipment in house
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Coordinate and manage events (happy hours, meetings, offsite events, etc.).
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Manage the calendars of Executive Team members with a high level of detail coordinating, prioritizing daily tasks.
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Arrange complex and detailed travel plans.
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Process Expense reports.
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Manage logistics for meetings and other company events as needed.
Qualifications
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6-10 years of experience as Executive Assistant and with office management responsibilities, and/or relevant experience in hospitality or corporate administration
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Ability to manage and prioritize a wide range of administrative and executive support related tasks
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Energetic and engaged professional who is passionate about working with people and exceeding expectations
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Demonstrate project support skills across a wide range of disciplines
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Detail-oriented and strong problem-solving skills
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Excellent written and verbal communication skills
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Fluent in English – other languages helpful..
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High EQ and ability to build relationships internally and externally with vendors and service providers, executives, and colleagues
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Able to work in a collaborative environment and think on your feet
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Solid computer skills and proficiency with MS Office
For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/
