Executive Assistant & Office Manager

KEY RESPONSIBILITIES:

Executive Support

• Perform diversified and confidential executive support duties for President, requiring broad and comprehensive experience, skills and knowledge of the organization and its policies and practices
• Maintain President's complex and detailed calendars, including making appointments and prioritizing sensitive matters
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate domestic and international travel schedule and reservations
• Process invoices and T&E expense claims, ensuring all policies are followed and items are processed within provided guidelines
• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings
• Organize all aspects of internal and external events, including catering and transportation
• Produce high quality emails and messages to individuals at all levels of the organization
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Handle regular activities without prompting, and advise in advance with issues or delays
• Act as a backup to other support personnel as needed
• Other administrative duties as assigned by supervisor including but not limited to assisting with office supply inventory, ordering catered food for internal and external meetings and coordinating office social events

Office Management

• Supervise work activities of the office clerk and receptionist. Assign and direct work, interview and recommend hiring, train support staff, evaluation work performance, and disciplinary action as appropriate
• Expense and invoice approval for office related expenses
• Coordinate with IT department on office IT matters
• Assist with staff on-boarding and off-boarding
• Develop and implement office policies and procedures
• Oversee inventory and budget for office and pantry supplies
• Oversee and manage diverse and wide ranging vendor relationships
• Oversee and manage office operations, office equipment, supply orders, and facilities management
• Act as a backup to other support personnel as needed
• Other administrative duties including but not limited to assisting with office supply inventory, ordering catered food for internal and external meetings and coordinating office social events

SPECIFICATIONS:

• Bachelor's Degree required and 5+ years of experience as office manager preferred, OR an equivalent combination of experience and training that provides the required knowledge, skills, and abilities
• Excellent calendar management skills, including the coordination of complex meetings
• Highly responsive and attentive to email communication
• Strong working knowledge of Microsoft Applications: Word, Excel, Outlook and PowerPoint
• Strong working knowledge of Apple products (MAC, iPhone, iPad)
• Exceptional written and verbal communication skills are necessary. Excellent editing and proofreading skills.
• Impeccable organizational, time management and multi-tasking skills, as well as attention to detail
• Self-starter, ability to independently resolve inquires and issues with skill and sound judgment
• Ability to maintain poise in a fast-paced environment and ability to work well under stressful situations
• Must be able to demonstrate discretion in handling highly confidential information
• Experience leading and managing administrative/ support employees to ensure service excellence for business operations.
• Business operations knowledge overseeing office equipment, supply orders, facilities, management, organizing office events, etc.

While performing the duties of this job, the Associate is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop. The Associate must occasionally lift and/or move up to 25 pounds. Evening or weekend work may be necessary to meet deadlines.

This description outlines the basic tasks and requirements for the position noted. It is not a comprehensive listing of all job duties.

Rialto Capital is committed to the principles of Equal Employment Opportunity. Our policy is to provide equal employment opportunity to all applicants and Associates without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age (40+), disability, veteran status, genetic information (including family medical history), or any other legally protected status.

Our company uses E-Verify to confirm the employment eligibility of all newly hired employees.

To learn more about E-Verify, including your rights and responsibilities please visit: e-verify.gov.