Job Title: Junior Administrative Assistant/ Office Manager

Reporting to: The Chief of Staff in NY, and the C-Suite

Location: In-Office, 515 North Flagler Drive, remote until office opens Nov 1st, then potential for 1-day WFH once established

Hours: Full Time, Monday – Friday, hours may vary slightly, but approx. 40-45 hours per week

Salary: $50,000 - $60,000 DOE, some flexibility outside of bracket for experience

Benefits: PTO: 20 vacation days, 2 personal days, and 5 sick days. We encourage everyone to take their vacation time to be able to rest and recharge, so the days do not carry over. Firm holiday schedule aligns with Federal Holidays with several extra days built in for the team. The company offers eligible team members a full suite of benefits and wellness offerings along with in office perks aimed to demonstrate our care for our dedicated team.

The Staff: In West Palm Beach: 3 C-Suite in office along with 2-3 team members based in Florida who work hybrid. A sister team in NY, including more C Suite and the CoS. NYC team members will be visiting Florida office throughout the year as needed.

About the Company

It is an opportunistic value-driven investment firm focused on providing flexible capital solutions for innovative private companies and their shareholders. We invest in and build financing platforms for assets that are often ignored or underserved by other more traditional capital sources. Our capital solutions seek to address complex situations through structure and creativity.

Position Overview & Expectations

The Junior Admin Assistant (JAA) plays a vital role in by providing an array of support responsibilities to help maximize the productivity of our fast-paced team while ensuring our West Palm Beach office is kept client ready and operating smoothly. This JAA role requires a team member who enjoys partnering in building positive and inclusive work cultures, has exceptional attention to details, and can handle keeping to routine work that needs to be done while taking on interesting ad hoc projects.

The ideal candidate has experience being client and C Suite facing, is proficient in MS Office, and is eager to learn and grow in a dynamic environment. This essential team member will help co-create efficiencies and help set the standard for administrative support across the firm.

This proactive self-started will be a centralized resource providing calendars support for select leaders at the firm, will be the point person for business travel arrangements, be responsible for the timely entry and tracking of out-of-pocket travel and business expenses for the reimbursement process, lead office related procurement, provide data entry support, and help the team with booking restaurant reservations for business meetings. This individual will always be mindful that they will often be the first person any in-person guests, team members, and callers come in contact with, they must show care about representing the firm well demonstrating professional, polite and affable image.

The CoS will be responsible for onboarding and mentoring the JAA, with a view that this admin will take on more responsibility and grow within the company, to work more autonomously, and cultivate the skills set to be higher touch with the executives. This individual will need a basic set of administrative skills, and ideal candidates will have worked in an investment firm before and have some experience with the requirements and vernacular, but this is not required as long as the individual is a quick study and able to learn the ins and outs of the job. Another plus would be an individual who has an awareness of “lifestyle” in West Palm Beach. Palm Beach, e.g. restaurants, new openings etc. but it is not required.

Key Responsibilities*

Please find your primary responsibilities outlined below:

*Please note the below list is not exhaustive.

General Administrative

Ensure the office is guest and team ready for the start of the day

Preparing appropriate, efficient and timely responses to all office members’ requests, whether made in person, electronically or otherwise

Greeting visitors, managing entering visitors into the security system, and knows when to be present at the front desk to provide a warm and professional first impression of the firm

Screen phone calls, taking messages where needed, and passing these on to the appropriate person or department

Managing personal email, screening, drafting, and issuing correspondence to relevant people as needed

Liaising cohesively with other team members in bringing together the smooth running of the office

Efficient calendar planning week to week; ensuring C-Suite are aware of all appointments and fully prepared for external guests or appointments.

Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts

Organizing meetings, to include, sending Zoom links to all parties, booking meeting rooms, booking tables at restaurants, sending calendar invites, booking any cars

Creating meeting agendas, preparing meeting materials and distributing them in a timely manner to the relevant parties

Book conference rooms or meetings spaces as needed including in the NYC office and large available space in the WPB office building

Other Projects

Develop shared resource around West Plam Beach/Palm Beach points of interests for visitors and team members, research and follow trends on great restaurants, new openings, bars, hotels etc. Making suggestions for business dinners/ meetings etc.

Assisting with projects and research as required; e.g. the new office set up, organizing furniture delivery, sourcing new laptops etc.

Booking corporate travel through KAYAK, ensuring suitable flight paths and hotels are chosen for both comfort and efficiency

Booking all other corporate travel logistics to include; transfers, reservations, car hire, visas etc.

Organizing and assisting with corporate event planning; organizing catering, booking locations, setting up venues etc.

Office Management

Ordering supplies and panty items for the firm

Monitoring deliveries and arrange returns

Sorting mail and scanning

WPB Office point of contact for the team to liaise with building management on any maintenance, cleaning, or office related fixes

Point of contact for WPB team member that need IT support with assistance from part-time CTO & CoS

Restock pantry, ensure all machines are maintained and working (i.e water and ice, coffee maker, etc.)

Reconciling and coding Amex statements regularly

An understanding of journal entries in QuickBooks a plus

Providing follow up support on vendor payments as needed ensuring punctual payments

Filing/ organizing all financial documents efficiently

Requirements

Strong command of English language; good communication skills, both written and verbal

Legally able to work within the United States

Reliability and punctuality

Happy to wear smart clothing

Minimum 2 years working in a similar role/ field

Experience with Microsoft Office Suite (in particular Outlook, PowerPoint, and Excel), ideal if experience with KAYAK, Concur, and QuickBook making journal entries

Excellent references required from both current and previous employers

Happy to have a background check run (criminal)

Happy to sign a confidentiality agreement and non-disclosure agreement

Preferred Qualities

Polished, groomed, poised, and professional

Upbeat personality, friendly, warm, and positive

Very organized, on time, reliable and work focused

High attention to detail, and accountable

Strong time management skills and task prioritization

Be an excellent multitasker

Must be open to feedback and guidance

Must be keen for career development, and longevity seeking

Happy to work for multiple members of staff

Quick learner – bright

Team-player – no job is too small

Somerset White Limited

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Junior Administrative Assistant/Office Manager