Office Manager / Administrative Assistant

About Windrose Advisors

Windrose Advisors, established in 2009, is a boutique wealth management firm overseeing roughly $4.1 billion in client assets across diverse asset classes. We leverage extensive experience over multiple market cycles and maintain partnerships with some of the globe's most sophisticated institutions. Our firm is committed to crafting an exceptional wealth management experience for ultra-high net worth individuals, foundations, and endowments. We foster an environment of continuous learning and offer growth opportunities within the company.

Role Overview

The Office Manager / Administrative Assistant role is a full-time position based in Waltham, MA, with hybrid flexibility allowing remote work on Mondays and Fridays. This role is crucial in supporting the smooth operation of daily office activities including calendar management, scheduling meetings, managing incoming calls, and receiving visitors. The role encompasses managing document organization, office supplies, mail processing, billing assistance, and expense report preparation. Further responsibilities include supporting the client service team with client investment documentation, preparing correspondence and presentations, providing executive administrative assistance to senior leaders, and coordinating internal events and client meetings. The individual must ensure a professional office environment and deliver responsive administrative support.

Qualifications and Skills Required

• Proven administrative and clerical capabilities for scheduling, record keeping, document creation, and general office assistance.
• Professional communication skills and phone manners for interactions with clients, vendors, and team members.
• Experience in executive assistance such as managing calendars, organizing travel, and handling meeting logistics for senior executives.
• Proficiency with standard office software including Microsoft Office suite and Co-Pilot; adaptability to learn new tools swiftly.
• Outstanding organizational aptitude, keen attention to detail, and effective prioritization across multiple tasks in a dynamic work setting.
• Dependability, discretion, and the ability to manage confidential information responsibly.
• Flexibility, professionalism, proactivity, and skill in prioritizing work within an evolving environment.
• Collaborative team player with a positive outlook, capable of working independently in a professional, team-oriented atmosphere.
• Exceptional written and verbal communication, with problem-solving capability and effective obstacle management.
• Prior experience in office management or administrative support preferred; associate or bachelor’s degree in a relevant discipline is advantageous.