Operations Coordinator / Executive Assistant

Operations Coordinator / Executive Assistant

General Responsibilities:

• Operations coordinator for W5 Group Family Office
•  Administrative Assistant for the Chief Investment Officer (CIO) of Real Estate and investment team
• Support CIO (who is based in New York) and W5 team members based in New York and Miami
• Location Miami Beach
• Arranges all scheduling, external and internal meetings, business development meetings, assignment related meetings and VC
• Manages a complex and dynamic calendar of events and priorities meetings/calls as needed
• Coordinates domestic and international travel including itineraries, airlines, car rentals, hotel bookings, restaurant reservations and more
• Prioritizes needs, handles matters expeditiously, proactively, and follows-through on project to successful completion, often with deadline pressure
• Performs additional administrative support for activities included but not limited to, fielding phone calls, receiving and directing visitors, event planning, and other ad-hoc projects as requested
• Coordinates various office support services, including supervising purchase processes, sourcing and selecting vendors to ensure office is operating smoothly
• First point of contact to welcome and entertain clients and guests upon arrival
• Willing to roll-up sleeves when necessary and participate in activities designed to enhance the Family Office as needed
• Assist with CRM Database
• Assist with Investor Relations database
• Assist with real estate research and market analysis
• Assist with presentations and marketing materials
• Assist with administrative tasks and special projects as needed
• Prepare and process expense reports using Expensify
• Preparing reports
• Project coordination

Desired Characteristics:

• Detail-oriented, strong time management skills, self-driven, strong work ethic, and able to accomplish tasks with little or no supervision
• Effective at managing multiple priorities under tight deadlines, ability to deliver solid and consistent results and bring assignments to successful completion
• Outstanding guest services skills, sophisticated verbal & written communication skills
• Solid interpersonal skills with the ability to effectively and proactively communicate with individuals at all levels
• High degree of professionalism, emotional maturity, polished demeanor; able to work on assignments of a confidential nature
• High energy, positive attitude
• Outgoing personality
• Problem-solving abilities
• High degree of confidentiality and discretion

W5 Group