Office and Administrative Manager

COMPANY OVERVIEW

Cercano Management LLC (“Cercano”) is an SEC-registered investment manager focused on ultra-high net worth clients and the entities associated with those clients, such as a family foundation. Cercano is based in Bellevue, WA, with offices in Wayzata, MN, and Singapore. Cercano invests globally for its clients, commonly operating as the family office Chief Investment Officer. The team has extensive experience in direct investing in all stages of venture capital, private equity, private credit, and public equities on a global basis.

Cercano offers services for all aspects of a client’s assets or family office. The team also has experience working with clients who have significant investments in non-financial assets on a global scale, such as fine art, professional sports teams, entertainment properties, intellectual property, commercial real estate, farmland, and personal residential estates.

POSITION MISSION

The Office and Administrative Manager oversees administrative tasks to ensure smooth day-to-day operations. Responsibilities include coordinating office activities, and they handle communication, maintain office supplies, and facilitate efficient workflows. Additionally, they collaborate with various departments and implement policies to enhance overall office functionality. The role demands strong organizational, interpersonal, and multitasking skills, contributing to a well-functioning workplace and fostering a positive and efficient work culture.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Develop and maintain office procedures and policies to ensure organizational efficiency
• Coordinate office maintenance and repairs to ensure a safe and functional work environment
• Manage office equipment, including maintenance, repairs and upgrades
• Manage and restock office supplies to ensure smooth day-to-day operations
• Facilitate and coordinate on-site office lunches for team members
• Coordinate travel and accommodation arrangements as well as expense reports
• Manage sensitive matters with a high level of confidentiality and discretion especially matters directly impacting our clients, the company, or personnel
• Manage information flow in a timely and accurate manner
• Format internal and external communications – memos, emails, presentations, reports, etc.
• Screen and direct phone calls and distribute correspondences
• Plan, organize and execute Office and team events
• Coordinate purchase requests and invoices for the office
• Read and route incoming mail, prepare outgoing mail and correspondences, including e-mail
• Maintain files and databases for tracking progress on projects
• Perform general office support duties such as filing, faxing and copying
• Welcome on-site visitors, determine nature of business, and guide visitors to appropriate person
• Monitor work lounge and galley to replenish and perform daily upkeep as needed
• Demonstrate honesty, responsibility, integrity, and fulfillment of commitments
• Assisting with other ad hoc projects, as necessary

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, experience, skill, and/or ability

Required

• Excellent interpersonal and communication skills, and demonstrates high level of confidentiality, independent judgment, tact and diplomacy
• Knowledge of general office practices, procedures and equipment
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow
• Ability to prioritize tasks and work independently, proven ability to meet deadlines
• Highly organized and detail oriented and an ability to work both collaboratively and independently
• Ability to work with confidential information in a discreet and professional manner.
• Ability to manage internal customer relationships and set expectations, while managing risk and scope creep
• Ability to be in the office 5 days per week
• Creative, flexible, and innovative team player
• Good judgement with the ability to make timely and sound decisions

Preferred

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed
• Commitment to excellence - perform duties at the highest level possible on a consistent basis
• Excellent communicator - able to interact with people of all levels in a confident, professional manner
• Service focus - dedicated to meeting the expectations of the Head of Human Resources by maintaining effective relationships with interested parties
• Ability to think outside of the box with a sense of urgency
• Vendor relationship management skills

Computer Skills

• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, Teams and SharePoint) and Zoom
• Experience with Adobe Acrobat, DocuSign, DocSend, or other signature, document sharing tools
• Familiarity with industry standard expense and travel booking tools

Experience | Education | Certifications

• Associate degree (A.A.) or equivalent
• 3+ years of related experience required in working in an assistant/office manager role
• Experience working in wealth management or an investment environment a plus

SALARY RANGE: $67,490 - $91,790 on an annual basis.

SALARY DETAILS:

Pay will be based on multiple factors, including, and not limited to location, relevant experience/level and skillset while balancing internal equity. Our discretionary bonus program is in addition to the base compensation range listed above. Cercano is committed to fair, unbiased compensation along with competitive benefits in all locations in which we operate.

TOTAL REWARDS:

Cercano offers a comprehensive benefits package including medical, dental and vision insurance, Health Savings Account with generous annual employer contribution, Flexible Spending Accounts for health and dependent care, unlimited paid time off, paid holidays, paid parental leave, opportunity to participate in a 401(k) plan with a generous employer match of 50% of your own contributions up to the standard annual IRS limit, company paid life insurance, and a Health and Wellness Benefit. Employees are also eligible for reimbursement for approved professional development activities.

Cercano is an equal opportunity employer. Every qualified applicant will be considered for employment. We do not discriminate based on race, color, religion, gender, sexual orientation, age, national origin, marital status, sex, disability, political ideology, or veteran status, or other protected class.