Office Administrator

Job Description SummaryFor over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.HarbourVest is an equal opportunity employer.This position will be a hybrid work arrangement. You will receive 18 remote workdays per quarter to use at your discretion, subject to manager approval. For example, you may choose to work in the office 4 days per week and take one remote day weekly (typically 13 weeks per quarter), leaving 5 additional remote days to be used as needed.Join our team as an Office Manager & Executive Assistant and play a key role in supporting the continued growth of our Bogotá office.This is a highly visible and impactful role that combines executive support, office operations, workplace experience, vendor management, and administrative coordination. The successful candidate will serve as a trusted partner to the Head of the Bogotá office while helping ensure a professional, welcoming, and efficient workplace for employees, visitors, and business partners.We need a highly adaptable professional for this role who can support senior leadership and welcome visitors. They will also prioritize office logistics, manage vendors, prioritize events, track expenses, and solve daily operational challenges.Success in this role requires a hands-on mindset and a willingness to move seamlessly between strategic coordination and day-to-day execution. No task is too small, and no challenge is too large. The ideal candidate enjoys building structure, solving problems, creating exceptional workplace experiences, and helping a growing organization operate effectively as it scales.The ideal candidate is someone who:Is exceptionally organized, detail-oriented, and able to manage multiple priorities simultaneously.Takes ownership of solutions and proactively anticipates needs.Is comfortable supporting senior executives while independently managing office operations.Thrives in a dynamic and growing environment where priorities may evolve quickly.Demonstrates strong judgment, professionalism, and discretion when handling sensitive and confidential information.Has strong communication and relationship management skills.Enjoys creating positive experiences for employees and visitors.Is resourceful, adaptable, and willing to step in whenever needed.Can effectively coordinate across employees, leadership, vendors, building management, and external partners.Balances critical thinking with an active approach to executionWhat you will do:Executive SupportProvide day-to-day administrative support for the Head of the Bogotá office, including calendar management, meeting coordination, travel arrangements, expense reporting, and other executive support activitiesAnticipate needs and proactively handle priorities, logistics, and schedulingPrepare materials, presentations, reports, and meeting logistics as neededSupport confidential projects and business matters with discretion and professionalismOffice Operations & Workplace ExperienceBe a primary point of contact for workplace operations and workplace-related mattersHelp ensure the operations at our Bogotá location run smoothly, efficiently, and professionally every dayRun front desk activities and visitor experience, ensuring a welcoming and professional environment.Coordinate conference rooms, catering, employee meetings, leadership visits, and office eventsBe responsible for office supplies, equipment, workspace organization, building access, and general office logistics.Partner with employees and internal teams to address workplace-related needs and requestsSupport onboarding activities for new employees, engagement activities, office events, and culture-building initiativesDevelop and continuously improve office processes, and administrative procedures.Vendor Management & ProcurementSource, evaluate, onboard and handle relationships with local vendors and service providers, while ensuring competitive pricing and service qualityEnsure vendors operate in accordance with company procurement and compliance requirementsCoordinate relationships with property management, facility service providers, maintenance contractors, security, catering, and other workplace partnersCoordinate relationships with building management, facilities providers, maintenance vendors, and other workplace partnersMonitor vendor performance and proactively resolve service-related issues.Budget & Financial AdministrationSupport budget planning, expense tracking, invoice processing, and vendor spend management for the Bogotá locationMonitor office-related expenses and help find opportunities for efficiency and cost optimizationAssist with purchase requests, contract administration, and other operational processesPrepare administrative reports and maintain accurate records as neededOffice Growth & Special ProjectsSupport office expansion, workplace improvement initiatives, and other operational projectsCoordinate logistics associated with office growth, workplace enhancements, and office movesPartner with internal team members and external vendors to ensure successful project executionCommunicate office updates and logistics effectively to employees and team membersAssist with special assignments and organizational initiatives as needed as the Bogotá office continues to grow and evolve.What you bring:Demonstrated experience in office administration, executive aid, workplace operations, administration, or related rolesExperience supporting senior executives or leadership teamsStrong organizational and project coordination skillsAbility to manage multiple priorities and adapt quickly to changing business needsStrong social skills and the ability to form relationships across all levels of the organizationExperience handling vendors, office services, and workplace-related activitiesExperience with expense management, budgeting support, and administrative processesStrong written and verbal communication skillsExcellent problem-solving skills and ability to work independentlyHigh degree of integrity, discretion, and sound judgmentCustomer-service attitude with a passion for delivering an exceptional workplace experienceProficiency with Microsoft Office, including Outlook, Teams, Word, Excel, and PowerPointInterest in leveraging technology and AI tools to improve efficiency and productivityProfessional fluency in both English and SpanishEducation Preferred:B.A. or B.S. degree or equivalent experienceExperience:5+ years in office management, executive support, workplace operations, or related experience preferred #J-18808-Ljbffr