Operations Coordinator / Executive Assistant
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General Responsibilities:
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- Operations coordinator for W5 Group Family Office
- Â 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
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Desired Characteristics:
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- 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
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