Executive Administrative Assistant Office Manager

Company Description MelCap Partners is an award winning boutique investment banking firm located in the Greater Cleveland Ohio area. Founded in 2000, the firm focuses on middle market companies with sales typically ranging from $10 million to $250 million. MelCap Partners has a strong local presence in the Great Lakes region and extends its reach globally through Globalscope International M&A Advisors, a partnership of 55 firms with more than 600 investment bankers in 42 countries.

Job Description:

The Executive Administrative Assistant/Office Manager will provide high-level administrative support to the team of MelCap, ensuring the smooth and efficient operation of the office. This individual will be responsible for managing daily office operations, coordinating meetings, preparing reports, and facilitating communication across departments. The role requires excellent organizational, communication, and multitasking skills, as well as the ability to handle sensitive and confidential information with discretion.

Key Responsibilities:

1 Executive Support :

• Provide administrative support to the investment banking team, including scheduling meetings, coordinating travel, managing calendars, and preparing materials for meetings.
• Draft and edit correspondence, reports, presentations, and other documents as required.
• Organize and prioritize tasks, ensuring executives are prepared for meetings and events.
• Manage and answer all incoming telephone calls, and transfer to investment banking team and other professionals.
• Great and host all guests that come into the office.
• Order and manage all food, beverage, and office supplies.

2 Office Management :

• Oversee the daily operations of the office, ensuring all systems and processes are functioning efficiently.
• Maintain office supplies, inventory, and equipment, and coordinate office maintenance and services as needed.
• Coordinate office events, such as team meetings, company celebrations, client events, and conferences.
• Ensure a professional, clean, and welcoming office environment at all times.

3 Calendar & Travel Coordination :

• Manage calendars, schedule and coordinate meetings, conferences, and appointments for investment banking professionals.
• Handle all aspects of travel arrangements, including booking flights, hotels, transportation, and preparing detailed itineraries.
• Proactively anticipate scheduling conflicts and provide solutions to optimize time management.

4 Client and Vendor Liaison :

• Act as a liaison between the firm and clients, vendors, and partners, ensuring a high level of professionalism and communication.
• Assist with the coordination of client-facing events, such as meetings, calls, and presentations.
• Manage contracts, agreements, and invoices from external vendors, ensuring timely payments and accurate documentation.

5 Document Management :

• Maintain and organize confidential documents, records, and files, ensuring compliance with company policies and legal requirements.
• Manage internal and external communications, including email correspondence, client requests, and other documents.
• Prepare and distribute reports, presentations, and other documents as required.

6 Expense Management :

• Assist in preparing and tracking expenses.
• Process and manage expense reports and reimbursements.

7 Confidentiality and Discretion :

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Adhere to all legal and regulatory guidelines regarding the handling of confidential client and company data.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• 5+ years of experience in an executive administrative assistant or office manager role, preferably within the financial services or investment banking industry.
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and office management software/tools.
• Proficiency with project management tools and CRM systems, with an understanding of ACT! or DealCloud a plus.
• Excellent organizational and time management skills, with the ability to prioritize and handle multiple tasks in a fast-paced environment.
• Exceptional written and verbal communication skills, with the ability to interact with executives, clients, and external partners.
• Demonstrated ability to work independently and as part of a team in a collab…