Workplace Manager

About Waystone  

Waystone is a leading asset-servicing solutions provider of institutional governance, administration, risk and compliance services to financial institutions. With over 25 years’ experience and a comprehensive range of specialist services to its name, Waystone helps our clients structure, operate and grow through our expertise, innovation and digitisation, backed by the operational scale to support global expansion.

SUMMARY: You will serve as the first point of contact for Facilities in the Cayman office as well as a key point of contact for day-to-day operations, making you a vital member of the Operations Team. Reporting to the Chief Operating Officer, you will professionally manage the operational and facility needs of the Cayman office and act as the first point of contact for any office-related issues.

Your day-to-day duties will include office and facilities management, operational administrative tasks, data and budget management, creating and implementing office policies and procedures. You will play an active role in key operational initiatives, including office hosted events, moves, and integrations. The position includes overseeing specific activities of the Senior Associate - Corporate Services, providing guidance, and support to ensure effective day‑to‑day operations.

In addition, the role includes Executive Assistant support, provided at the request of the executive team, primarily focused on meeting coordination, calendar support, and event organisation.

The ideal candidate will be a highly organised, effective, and productive professional, capable of working under pressure while multitasking and prioritising in a fast‑paced corporate environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Office Manager- Facilities and Operations Responsibilities

• Oversee reception and front‑of‑house services, managing any issues that arise in collaboration with the COO and Country Head.
• Manage Cayman Facilities team staffing, including reception cover planning, coordination of annual leave, and sick leave to ensure operational continuity.
• Coordination with part-time office support provided through Corporate Services Team including handling of originals and task management inbox.
• Cover reception and coordinate with the Corporate Services team on coverage.
• Ensuring the meeting room calendars are prepared with no meeting conflicts & required catering has been arranged.
• Ensuring meeting rooms are set up, tidy and catering has been arranged.
• Carry out daily / weekly building inspections ensuring all office accommodation is maintained to a high standard and acting where required.
• Maintain office security by following safety procedures and controlling access via reception managing visitor logbooks, badges, and staff access passes.
• Manage all incoming and outgoing post and courier services, ensuring accurate logging, secure handling, and timely distribution of deliveries.
• Manage office snack and stationery provisions, including ordering, inventory management, replenishment, and expiry tracking where relevant.
• Carry out daily and weekly building inspections to ensure the office environment is maintained to a high standard, taking corrective action as required.
• Assist with space planning, including desk moves and maintaining up‑to‑date seating plans.
• Support and maintain Health & Safety documentation and guidelines in line with internal policies and trackers.
• Create, implement, and maintain office policies and procedures, ensuring they remain current and compliant.
• Roll out new initiatives, processes, and reporting requirements as necessary.
• Actively review and challenge existing methods and processes to drive efficiency, standardisation, and continuous improvement.
• Assist with and coordinate in‑house office events as required.
• Manage the Cayman office facilities and operational budget, including forecasting, tracking expenditure, processing invoices, and ensuring spend remains within approved limits.
• Ensure accurate processing of invoices received, including uploading to the finance system and creating purchase order requests.
• Maintain a Facilities contract register with up‑to‑date information for all third‑party service providers.
• Manage key vendor relationships, and other service providers (cleaning, security, catering, maintenance, equipment).
• Liaise with building management regarding all building‑related matters, including services charges, DCC rates, and facility issues.
• Act as the primary point of contact with the building management, managing all communications, issues, and escalations in a professional and timely manner.
• Own and manage the Office Business Continuity Plan (BCP). Coordinate communications to senior management team and actions in the event of office closure due to unforeseen circumstances, ensuring employee safety and business continuity.
• Able and willing to take on additional duties as and when required including covering for colleagues when they are out of office.

Executive Assistant Responsibilities

• Provide proactive executive support to a group of 4–6 senior leaders, managing meeting coordination end‑to‑end, including complex scheduling, room bookings, and all associated logistics.
• Maintain accurate and conflict‑free executive calendars, anticipating scheduling challenges, prioritising commitments, and ensuring optimal use of executive time across multiple stakeholders.
• Coordinate and support executive events, leadership meetings, and offsites, including agenda planning, venue coordination, logistics, travel requirements, and on‑the‑day support as required.
• Support expense management for supported executives, including the preparation, submission, and tracking of expenses via ExpenseIN, ensuring accuracy, timely processing, and compliance with internal policies.
• Assist executives with mailbox and calendar management on an ongoing or ad‑hoc basis, ensuring effective prioritisation, timely responses, and streamlined communication.
• Act as a key point of coordination between executives and internal and external stakeholders to ensure clear communication and smooth execution of commitments.
• Exercise a high degree of discretion and confidentiality when handling sensitive information, travel arrangements, and executive correspondence
• Assist with preparation of reports upon request.
• Coordinate and ensure Director’s Registration is completed on an annual basis ahead of regulatory deadlines
• Assist with executing team-building events, office celebrations, and company-wide meetings with social committee and Cayman BD.

Competencies: To perform the job successfully, an individual should demonstrate the following: 

• Adaptability/Flexibility
• Communication
• Customer Service
• Dependability
• Integrity/Ethics
• Self-Development
• Decision Making/Judgment
• Initiative
• Organization Savvy
• Problem Solving/Analysis
• Sense of Urgency

Language Skills                                      

Ability to write routine professional reports and correspondence. 

Computer Skills

To succeed in this role, the candidate should be proficient in MS Office, have experience with CRM platform & managing invoices through finance platform Yooz or experience in similar software packages.