Executive Assistant

Rialto Capital•Miami, FL

19d•Onsite

About The Position

Perform diversified and confidential administrative duties for the Managing Director – Head of AM & Servicing and the Managing Director – SS Operations, requiring broad knowledge of the group's organization, policies, and practices. This role involves managing calendars, coordinating with outside counsel, composing and submitting expense reports, collating materials for meetings and presentations, and utilizing various software packages to produce high-quality reports and documents. The Executive Assistant will also handle incoming and outgoing communications, manage multiple projects, arrange travel, and provide backup to other administrative personnel. Additional duties include assisting with office supply inventory, ordering catered food, and coordinating office events.

Requirements

Bachelor’s Degree and 5+ years of experience as an administrative assistant, or an equivalent combination of experience and training.
Strong working knowledge of Microsoft Office Suite, particularly Word, Excel, Outlook, and PowerPoint.
Strong working knowledge of Apple products (Mac, iPhone, iPad).
AI & Technology Fluency: Demonstrates proficiency in using AI-enabled and digital tools to enhance productivity, analysis, problem-solving, and work quality, applying critical judgment to validate and finalize outputs.
Exceptional written and verbal communication skills, including excellent editing and proofreading skills.
Excellent calendar management skills, including the coordination of complex meetings.
Excellent verbal, written, and interpersonal communication skills, with the ability to present information clearly and concisely to a variety of audiences.
Collaborative team player who works constructively with others to accomplish shared goals and identify solutions, while also able to work independently with minimal supervision.
Highly organized and detail-oriented, with a strong commitment to accuracy, completeness, and accountability in all work product.
Reliable and dependable, with the ability to manage multiple priorities simultaneously and consistently meet deadlines.
Results-driven, with strong analytical and problem-solving skills and a focus on delivering high-quality outcomes in a timely manner.
Ability to maintain poise and sound judgment in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient under pressure.
Must be able to demonstrate discretion in handling highly confidential information.

Nice To Haves

Paralegal Certification is a plus

Responsibilities

Perform diversified and confidential administrative duties for the Managing Director – Head of AM & Servicing and the Managing Director – SS Operations.
Manage calendars, including scheduling appointments and prioritizing sensitive matters.
Coordinate with outside counsel to ensure documents are properly executed, notarized, and delivered to the appropriate parties.
Compose and submit expense reports; code and process invoices.
Collate and assemble materials and coordinate arrangements for meetings and presentations.
Utilize various software packages such as spreadsheet, word processing, and graphics applications to produce high-quality reports, presentations, and documents.
Answer phones and direct all incoming calls to the appropriate party promptly and efficiently; communicate and handle incoming and outgoing electronic communications.
Prioritize and manage multiple projects simultaneously, following through on issues in a timely manner; arrange travel schedules and reservations as needed.
Act as backup to other administrative personnel as needed.
Perform other administrative duties as assigned, including assisting with office supply inventory, ordering catered food for internal and external meetings, and coordinating office events.