Office Coordinator & Administrative Assistant

Investure•Charlottesville, VA

1d•Hybrid

About The Position

This professional will be an integral member of Investure’s Human Resources & Administration Team. Reporting to the Investment Team Administrator, this individual will be responsible for coordinating day-to-day office operations and helping ensure a smoothly functioning, welcoming, and collegial office environment. The individual will also provide administrative support across the firm, including scheduling, travel planning, expense reporting, meeting and event support, and other general administrative needs. The ideal candidate is a service-oriented team player who enjoys working with others, takes ownership of responsibilities, and is willing to pitch in across a variety of tasks. This person should be self-motivated, highly organized, attentive to detail, and capable of prioritizing competing demands. The role offers the opportunity for increased responsibility as capabilities and strong execution skills are demonstrated.

Requirements

Prior experience in an administrative, office coordination, customer service, or related professional environment
Demonstrated ability to take ownership of responsibilities and manage multiple priorities
Proficient using standard office software, such as Word, PowerPoint, Teams, Excel, Outlook, OneNote and OneDrive
Must be a team player with a strong work ethic
Good attention to detail and accuracy
Must demonstrate a positive attitude and willingness to pitch in wherever and whenever necessary

Nice To Haves

Bachelor’s degree preferred
Knowledge of Salesforce, Concur, and Expensify a plus

Responsibilities

Coordinate day-to-day office operations and serve as the primary point of contact for office-related needs and procedures.
Manage day-to-day relationships with office vendors; identify opportunities to improve service or efficiency and research new vendors as needed.
Coordinate the maintenance and operation of office equipment, including troubleshooting issues and working with vendors or other resources to resolve problems as needed.
Track office expenses, including vendor invoices, and assist with credit card reconciliation to support accurate and timely reporting to the Management Company Controller and Accounting Team.
Monitor office and kitchen supplies, anticipate needs, and maintain appropriate inventory.
Partner with the Technology and HR teams to coordinate office logistics for new hire onboarding.
Coordinate internal meeting logistics, including meeting room scheduling, setup and breakdown, AV needs, and catering.
Proactively identify and implement opportunities to improve office operations, processes, and the overall workplace experience.
Provide administrative support to team members across the firm, including scheduling and calendar coordination, travel planning, receipt management, and expense reporting.
Help plan and execute informal office events throughout the year, as well as periodic annual offsite events.
Prepare, assemble, and coordinate materials for client events and engagements.
Provide administrative support to the HR Manager on HR-related processes, with an emphasis on candidate sourcing and pipeline maintenance.
Collaborate with other members of the HR & Administration Team on administrative needs across the firm and provide backup executive assistant support as needed.
Support website maintenance, special projects, and other administrative needs as requested.
Serve as the initial point of contact for incoming calls and visitors, helping create a welcoming and professional office experience.
Coordinate parking, building access, and visitor registration for staff and guests, working with building staff as needed.
Manage incoming and outgoing mail and package distribution and assist with larger printing, shipping, and packaging needs.