iCapital is powering the worlds alternative investment marketplace. Our financial technology platform has transformed how advisors, wealth management firms, asset managers, & banks evaluate & recommend bespoke public & private market strategies for their high-net-worth clients. iCapital services approximately $176 billion in global client assets invested in 1,433 funds, as of December 2023. iCapital has been named to the Forbes Fintech 50 for six consecutive years (2018-2023); a three-time selection by Forbes to its list of Best Startup Employers (2021-2023); & a three-time winner of MMI/Barrons Solutions Provider award (See link below). 

About the Role 

We are looking for an experienced Office Manager/ Executive Assistant who will help in supporting the daily activities of the company & will serve as the face of iCapitals London office. The Office Manager will also support 2 Managing Directors in an Executive Assistant capacity. This role provides practical & administrative support & serves as a point of contact for clients, vendors, suppliers and other external constituencies. You should have experience managing a modern office (and thus ensuring a professional & efficient work environment) & interacting with high level executives & the ability to manage up through tact, anticipation of needs, strong attention to detail, & a high level of confidentiality. You will often be communicating, scheduling, & collaborating with our team, clients, potential clients, vendors & suppliers. This role is an exciting opportunity to join a small but growing team & create & maintain an office environment where all employees and others feel welcome, engaged, & equipped to do a great job. 

The role will report to the Workplace Senior Vice President based in the US functionally and locally to the Head of the London office. 

Responsibilities: 

• Managing the office: liaising with the relevant building & iCapital staff to ensure the office provides a professional & efficient working environment. Oversees facilities & manages escalations; ensures all aspects of the office are functioning properly.
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, & ensuring accountability for operating expenses.
• Builds relationships with & negotiates with vendors, submits invoices, creates office expense reports, manages vendor payments system. Knowledge of Expensify & Coupa or similar platforms is a plus.  
• Owns & maintains positive & productive relationships with property management & third-party vendors (HVAC, food, & beverage, etc.).
• Submits & maintains up-to-date COIs for all vendors.
• Provides a safe working environment by upholding safety & security procedures across the facilities team. Collaborates with Risk Management team.  
• Facilitates desk moves. Knowledge of OfficeSpace is a plus. 
• Establish & maintain all office protocols, facilities management, & maintenance. 
• Plan & coordinate repairs, installations, & refurbishments of office equipment when necessary. 
• Stock all office items, place orders & maintain office inventory.
• Coordinate & manage events (happy hours, meetings, offsite events, etc.).
• Implement & execute employee engagement through lunches, happy hours, outings.  
• Liase with Corp IT regarding physical hardware replacements (Laptops, monitors, keyboard/mice). 
• New Hires/Offboarding - Work with the Corp IT team on assigning a device for the new hire 
• Offboarding Work with the Service Center to collect the device & add it back to inventory. 
• Monthly Inventory checks (procurement by Service Center) take a count of the equipment in house 
• Coordinate & manage events (happy hours, meetings, offsite events, etc.). 
• Manage the calendars of Executive Team members with a high level of detail coordinating, prioritizing daily tasks. 
• Arrange complex & detailed travel plans. 
• Process Expense reports. 
• Manage logistics for meetings & other company events as needed. 

Qualifications 

• 6-10 years of experience as Executive Assistant & with office management responsibilities, and/or relevant experience in hospitality or corporate administration 
• Ability to manage & prioritize a wide range of administrative & executive support related tasks 
• Energetic & engaged professional who is passionate about working with people & exceeding expectations 
• Demonstrate project support skills across a wide range of disciplines 
• Detail-oriented & strong problem-solving skills 
• Excellent written & verbal communication skills 
• Fluent in English other languages helpful.. 
• High EQ & ability to build relationships internally & externally with vendors & service providers, executives, & colleagues 
• Able to work in a collaborative environment & think on your feet 
• Solid computer skills & proficiency with MS Office 

For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us  Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/