Office Manager

Pay or shift range: $100,000 USD to $145,000 USD This base salary range is specific to individuals applying to this role and takes into account a number of factors. The base salary offered will be determined on factors such as experience, skills, training, certifications, and education. Decisions will be determined on a case-by-case basis. The base salary is one element of our competitive compensation package. In addition to the base salary, this position may be eligible for performance-based incentives. Description Firm Description Founded in 2001, Partners Capital is an Outsourced Investment Office acting for distinguished endowments and foundations, senior investment professionals and prominent families across the globe. With $75B in assets under management, the firm constructs customized investment portfolios for its clients tapping into its deep network of partnerships with what we consider exceptional asset managers across all major asset classes. Clients include INSEAD Business School, New York’s Metropolitan Opera, Eton College, Colorado College, several Oxford and Cambridge University Colleges and several family offices around the world. The firm employs more than 350 people across its eight offices located in Boston, New York, London, San Francisco, Paris, Singapore, Hong Kong and Dallas. Partners Capital is diverse and inclusive, in people and in thought. Our meritocracy is enabled by fostering a truly inclusive and collaborative culture. We are proud to be an equal opportunity employer where diverse perspectives, backgrounds and experiences are valued. Position Description We are looking for an Office Manager to run our New York office on a day-to-day basis, be an active member of the Business Operations Team, and be responsible for all office events and logistics. The role requires someone who is hands on, a strong communicator, and well organized. We are looking for someone who can create and maintain a sophisticated, stylish look and feel to the office, consistent with that of our clients and the local culture. This individual will align with our brand in how they present themselves and the office and will be able to engage socially with visitors and guests as a peer. This role will oversee all aspects of office administration for our New York office, including but not limited to approving supply orders, managing travel for the team, and processing invoice payments for third party service providers. In addition, this person will help to support our New York team members. As a fast-growing, 350+ person company, we seek someone who is motivated, a self-starter, adaptable and comfortable working in an extremely fast-paced, ever-changing entrepreneurial environment. Key responsibilities include: General Office Management Oversee day-to-day office operations including answering the main phone line, scheduling meetings, greeting guests, and coordinating all incoming/outgoing shipping and mail Prepare the office and logistics for external and internal meetings. This includes managing catering, and preparing any audio-visual needs Ensure the office is well-maintained by managing supplies, ordering office equipment, coordinating repairs and maintaining a clean and organized workspace Acting as a liaison between other offices, communicating company policies, coordinating internal and external communication Assist team members with administrative tasks, such as booking conference rooms and binding documents for meetings with clients, prospective clients and other external individuals Proactively maintain office snacks and provisions, understanding team preferences and aligning ordering with office budgets Oversee deliveries, building service requests and building management. Work with the building management team to resolve any office related issues (e.g., ensure items are repaired or light bulbs are replaced) and coordinate employee and guest access. Manage New York vendor relationships and contracts. Coordinate with our IT vendors to manage onsite IT support and day to day issues Assist in the planning and execution of events and special, ad hoc projects, and catering Track and record invoices, and ensure the bills are paid within deadlines Support office growth by coordinating with the People Team with booking and coordinating logistics for interviews, preparation for new team members such as coordinating IT equipment, welcoming all new hires and familiarizing them with the office. Administrative Support Provide general administrative support, including, but not limited to, managing complex calendars, booking conference rooms for internal and external meetings both in person and virtual, setting up conference calls and video conference meetings, etc. Prioritize Outlook calendar management, proactively inform team members of meeting changes and stay on schedule throughout the day. Coordinate all aspects of domestic/international travel (air, ground, and lodging) and meetings (e.g., meeting rooms, transit etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials) Manage payment and tracking of meeting and itinerary changes. Track business expenses and prepare expense reports. Coordinate and organize travel and meetings (e.g., conference registrations, meeting rooms, cabs, transportation, etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials) Utilize effective judgement in handling mail, email, correspondence, confidential material, and requests. Escalate important and urgent items for appropriate action as needed. Register for conferences and networking events in a timely manner. Manage incoming calls, taking and passing on messages in a timely manner, dealing with calls where appropriate and ensuring urgent calls are dealt with urgently. Assist in the planning and execution of events and special, ad hoc projects, and catering. Help with formatting and design of documents and presentations using PowerPoint, Excel, and Word Key responsibilities will be regularly assessed and are subject to change from time to time based on the needs of the business. The individual may be required to work overtime as needed. Additional responsibilities include: Responsible for ensuring all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channels Qualifications / Attributes High degree of professionalism and interpersonal skills Very strong organizational and administrative skills in a fast-paced environment. Ability to manage multiple tasks at once 5+ years of relevant office management/business operations experience Ability to deal with senior leaders across the firm Provide white glove service for internal and external stakeholders Sound judgement with understanding of when and how to elevate issues Excellent attention to detail. Comfortable working with databases and entering data with a high degree of accuracy High proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) Bachelor’s Degree or equivalent experience required. Benefits and Compensation Partners Capital is committed to being a great place to work. We are focused both on wellbeing and professional growth. You can expect professional development and career progression opportunities, competitive compensation, exceptional benefits, and a flexible “results-focused” working model. Our benefits package includes medical, dental, and vision insurance, short and long-term disability insurance, life insurance, flexible spending accounts, commuter benefits, paid time off and a 401(k) plan with employer matching. The Firm also supports global philanthropy via a charity program and volunteer day. In addition, we champion a variety of wellness and social events. We also support the pursuit of professional certifications such as the Chartered Financial Analyst (CFA), Chartered Alternative Investment Analyst (CAIA), etc. New York requires Partners Capital to include a reasonable estimate of the base salary range for this role. This base salary range is specific to individuals applying to work in our New York office and takes into account a number of factors. A reasonable estimate of the base salary range for this role in New York is $100,000- $145,000. The base salary offered will be determined on factors such as experience, skills, training, certifications, and education. Decisions will be determined on a case-by-case basis. The base salary is one element of our competitive compensation package. In addition to the base salary, this position may be eligible for performance-based incentives. For all California residents, please click here to view the Partners Capital California Applicant Privacy Notice Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr