Job Description
Family Office and Boutique Investment Management Firm
Executive Support and Office Manager
August 2025
Summary:
We are a boutique investment management firm and private family office. We are hiring for a multi-functional role that will include aspects of executive and professional support, office management, and, preferably, but not necessarily, bookkeeping, for our five-person team at our informal, fast-paced Coconut Grove headquarters. You will principally report to the general counsel, but will also respond to inquiries and assignments from the managing partner, chief financial officer, portfolio manager, and other designated individuals. You will be responsible for ensuring well-run systematic operations for core functions of the office, with guidance and instruction from management. Initially, you will provide a mix of general executive assistant support services, including both business and personal support services, such as arranging travel, disbursing and tracking payments and funds transfers, and maintaining a complex physical and digital filing system. Ideally, eventually, with guidance and education from our team, you will learn (or already be prepared) to support transaction execution, due diligence investigation, litigation oversight, and regulatory compliance enforcement, among many other functions. We are a small, agile, and flexible team. We are seeking a candidate who can be trusted to work independently and be highly responsive, but also be physically present to respond to the unexpected with professionalism and competence. We are seeking a candidate who aligns with our core values and is committed to supporting and maintaining those values in their day-to-day work and interactions, with a premium on integrity, discretion, communication, loyalty, humility, and flexibility. Ours is an extremely supportive, collegial, and informal working environment that operates at an extremely high level. Good fit and high emotional intelligence is essential.
Role:
Full time executive assistant and office manager for Miami-based boutique investment firm
Required Qualifications:
- Must be authorized to work in the U.S.
- Bachelor's Degree
- Impeccable written and verbal communication skills in English and a high level of professionalism
- Strong organizational skills
- Extreme attention to detail
- Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
- Motivated self-starter and team player who can take on multiple projects simultaneously and work independently while exercising good judgment in all scenarios.
Nice-to-Have Qualifications:
- Experience in fund management and/or investment industry
- Experience in fund and/or investment management accounting
- Understanding of investment management practices, financial reporting, and tax reporting forms
- Proficient in Intuit QuickBooks
Essential Responsibilities:
- Provide administrative support to Miami office staff, including travel and day-to-day logistical support
- Office management and administration, coordination of team schedules, phone coverage, sort, and scan mail
- Maintain office filing system
Potential Responsibilities:
- Act as liaison to the accounting firm and manage client-side aspects of tax return preparation (document collection, not an accounting function)
- Download, save, organize, and track monthly bank/broker statements, track investment K-1s for multiple investment entities, assist in compiling annual tax packages
- Provide support to the investor relations team, keep track of investor contributions and withdrawals, assist with new client onboarding process, monitor public email folders, address basic investor inquiries
- Provide support to compliance and trading staff, as well as execute marketing projects
- If the candidate has bookkeeping experience:
- Assist in bookkeeping for multiple operating entities including QuickBooks data entry, bank reconciliations, preparation of wire instructions, physical check generation, tracking of accounts payable, processing payments to vendors, quarterly payroll entries, allocation of expenses across various entities
- Assist with fund accounting: liaise with fund administrator, assist in reviewing monthly NAV packages, which include trial balance, expense accruals, capital activity, and investor statements
- Assist with annual funds‘ audits, assist in reviewing investor K1s and liaise with funds’ administrator on updating investor contact information
- Compensation: Commensurate with experience
- Benefits: Health/dental/vision/other benefits package offered to all employees
This job description is intended to be a general representation of the responsibilities and requirements of the job. The description is not all-inclusive, and responsibilities and requirements are subject to change.
EQUAL EMPLOYMENT OPPORTUNITY
It is our policy to provide equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, sensory, physical, or mental disability, marital status, veteran or military status, genetic information, or any other classification protected by applicable local, state, or federal laws. This policy applies to all aspects of employment, including, but not limited to, hiring, job assignment, compensation, promotion, benefits, training, discipline, and termination. Reasonable accommodation is available for qualified individuals with disabilities, upon request.