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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

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Expiration date:
08-24-2023

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