Office Administration Assistant - Miami based

Overview:

BlueCrest was formed in 2000. In 2015 the fund decided to close to external investors and return the funds of our clients and we became a private investment partnership.

BlueCrest have offices in London, Jersey, Geneva, Singapore, Dubai, New York and Miami. Our Miami office is looking for a full-time Office Administration Assistant who will be the first point of contact for visitors and a key liaison for internal stakeholders across the office.

The position reports to the Head of Americas Technology in New York, and will be expected to work with minimal guidance, deliver on urgent priorities, and act with a high level of discretion and confidentiality when handling confidential information.

In this position the successful incumbent will:

• Conduct general office administration duties
• Liaise with local building management teams external parking company, organise local vendors and office visits
• During periods of absence you may be required to perform Personal Assistant duties to Senior Executives.

Reception duties:

• Receiving visitors at the front desk
• Answering, screening and managing incoming phone calls
• Setting up video conferences/meetings as needed

Office Administration duties:

• Receiving, sorting, scanning, and delivering mail
• Processing invoices, payments and expenses
• Arranging local and international couriers
• Managing security access passes for new hires and leavers
• Liaison with building security and building management
• Liaison with contractors / cleaners visiting office
• Tracking and ordering office supplies
• Ad-hoc administrative assistance to all staff locally

Personal Assistant duties (when required):

• Coordinating and scheduling team calendars and arranging meetings (including video-conferences)
• Arranging travel and accommodation when needed
• Additional ad-hoc daily assistance

Experience required:

• Previous work experience as an Office Administration Assistant (Financial services environment advantageous)
• Excellent written and verbal communication skills in English essential, with fluency in Spanish desirable;
• Proficient in Outlook Calendar, Word, PowerPoint and Excel;
• Ability to handle documents with confidentiality and discretion;
• Excellent interpersonal skills;
• Resourceful, proactive, assertive, detail-oriented and energetic;
• Self-starter, high level of motivation, ability to work independently;
• Excellent organization and follow up skills;
• Proven ability to make effective decisions and solve problems;
• Effective time management and organizational skills;
• Flexibility to work outside of business hours (when required)

BlueCrest is committed to providing an inclusive environment for its workforce. As an employer, we provide equal opportunities to all people regardless of their gender, marital or civil partnership status, race, religion or ethnicity, disability, age, sexual orientation or nationality.