Position Summary
The Office Manager will work independently to prioritize administrative and supportive tasks in TCW’s Boston Office by working with the team’s senior professionals and liaising with other TCW teams. The incumbent will assist with organizing meetings and conference calls, making travel arrangements, preparing expense reports, managing schedules, filing (electronic and hard copy), printing, binding, answering and screening incoming calls, and will provide other general administrative support and office management.
The right candidate will be a team player, someone who is proactive in seeking out solutions for potential problems and will, if necessary, insert themselves into any administrative need that comes up. The position requires interface with internal staff at all. This position is required to be in the office (downtown Boston) 5 days a week.
Essential Duties
- Office Management:
- Responsible for the functioning and administrative management of the Boston office
- Implement and maintain procedures/office administrative systems
- Liaise with building management, building contractors and suppliers
- Submit payment of the invoices for various office service providers
- Manage mail, stationary, IT & marketing stock
- Oversee food program with third-party vendor
- Organize all practical aspects related to new joiners, making sure they have everything in place to enroll
- Assist in answering and screening incoming calls, and respond to inquiries as main point of contact in the office
- Ensure health and safety policies are up to date
- Act as first point of contact for all office IT related matters
- Greet clients and visitors in a highly professional manner
- Team Support:
- Support the Private Credit team in the Boston office
- Set up and confirm travel arrangements and organize itineraries; proactively monitor travel schedule and resolve any issues that arise
- Maintain calendar, schedule and coordinate meetings and conference calls, and track senior professionals’ whereabouts
- Prepare and submit expenses reports on a timely basis
- Assist with compliance matters including documents filling, setting up regular meetings, gifts and entertainment entries added to StarCompliance and any other relevant tasks
- Interface with internal (RFP team, legal team, marketing team, client service team) and external parties (clients, fund administrator, third party marketers) with a high level of professionalism and adherence to confidentiality.
Required Qualifications
- Bachelor’s degree or equivalent combination of education and experience with a minimum of two years of administrative experience supporting senior level personnel in a professional office environment
- Strong computer and software skills including Microsoft Word, Excel, PowerPoint, and Outlook; Solid typing skills
- Strong phone skills: ability to vet phone calls, direct calls to proper recipients, pick up phones quickly
- Notary certification
Professional Skills Qualifications
- Strong organizational and time management skills and ability to prioritize well
- Demonstrated ability to multi-task with excellent attention to detail
- Must be reliable, possess good judgment, a team player, and demonstrate proactive problem-solving skills
- Professional demeanor with excellent communication and interpersonal skills
- Must adhere to strict confidentiality provisions
Estimated Compensation:
Base Salary: For a MA based position, the base salary range is $110K - $125K. This is an anticipated range only.
Other Compensation: Eligible to be considered for an annual discretionary bonus
Benefits: Eligible for TCW’s comprehensive benefits package. See more information here.
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