Coordinate with vendors for facility maintenance and service issues
Provide high-level administrative support to senior investment professionals
Triage and manage incoming calls, escalating as necessary
Schedule and confirm meetings, preparing necessary materials
Arrange domestic and international travel logistics
Support ad-hoc projects and provide backup for other administrative staff.
Benefits
Opportunity for discretionary year-end bonus
Collaborative work environment in a dynamic office setting
Exposure to senior investment professionals and key business leaders
Potential for professional growth and development within the firm
Engagement in diverse projects across the organization.
Full Job Description
Job Overview
SFM is seeking an administrative professional to work full-time, in person, out of our Greenwich, CT office. This role combines executive-level administrative support with office management responsibilities. The successful candidate will provide high-touch administrative support to investment professionals and key business leaders while also overseeing day-to-day operations of a 10-20 person office space. This individual will also serve as back-up to the US Office Manager and to other executive/administrative assistants as needed, and will take on ad-hoc projects as they arise. The ideal candidate is highly organized, discreet, and comfortable operating in a fast-paced environment with competing priorities.
Major Responsibilities
Manage day-to-day office operations
Coordinate with the US Office Manager on service calls and third-party vendors to resolve facility issues (HVAC, electrical, minor repairs, etc.)
Control office inventory and manage relationships with food service, mail room, and cleaning vendors
Review and process invoices related to CT office facilities
Serve as back-up to the US Office Manager when out
Provide Administrative support to up to four (4) senior investment professionals/key business leaders
Triage incoming calls, handling directly where possible and escalating as needed
Manage complex calendars with discretion, scheduling and confirming meetings, sending reminders, and assisting with material preparation and distribution
Coordinate domestic and international travel arrangements
Build and maintain external relationships critical to the teams' success (e.g., brokers, company management teams)
Prepare meeting summaries, notes, presentations, memos, board reports, and other correspondence
Process travel and expense reports via Workday
Support department projects as needed
Provide back-up coverage for other executive/administrative assistants
Handle occasional personal tasks
Support ad-hoc projects across the office and broader team as needed.
What We Value
Must show an owner's mindset and a strong willingness to take on new tasks and responsibilities as needed
Excellent written and verbal communication skills
Strong organizational skills and attention to detail
Advanced PowerPoint skills, with experience creating slide decks for senior executives
Able to work effectively in a fast-paced environment
Exhibit professionalism always
Capable of managing multiple projects simultaneously and expeditiously.
Able to be flexible and proactive
Experience supporting a senior individual and/or managing an office space is a plus
We anticipate the base salary of this role to be between $100,000-$125,000. In addition to a base salary, the successful candidate will also be eligible to receive a discretionary year-end bonus.
In all respects, candidates need to reflect the following SFM core values:
