Hybrid Office Manager & Executive Assistant

Harbourvest Partners (U.K.) Limited; Bogotá; Hybrid; COP 60,000,000 - 90,000,000; Full time

Job summary

HarbourVest Partners (U.K.) Limited in Bogotá seeks an Office Manager & Executive Assistant to support the Head of the Bogotá office and oversee office operations, vendor relations, budgeting, and events. The role blends executive support with logistics, culture-building initiatives, and growth projects for the local office.

You will manage calendars, travel, meetings, and expense reporting; coordinate meetings, onboarding, and office events; and partner with vendors and building management to

Qualifications

• Demonstrated experience in office administration, executive aid, workplace operations, administration, or related roles.
• Experience supporting senior executives or leadership teams.
• Strong organizational and project coordination skills.
• Ability to manage multiple priorities and adapt quickly to changing business needs.
• Strong written and verbal communication skills.
• Excellent problem-solving skills and ability to work independently.
• High degree of integrity, discretion, and sound judgment.

Responsibilities

• Provide 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 activities.
• Anticipate needs and proactively handle priorities, logistics, and scheduling.
• Prepare materials, presentations, reports, and meeting logistics as needed.
• Support confidential projects and business matters with discretion and professionalism.
• Be a primary point of contact for workplace operations and workplace-related matters.
• Help ensure the operations at our Bogotá location run smoothly, efficiently, and professionally every day.
• Run front desk activities and visitor experience, ensuring a welcoming and professional environment.
• Coordinate conference rooms, catering, employee meetings, leadership visits, and office events.
• Be 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 requests.
• Support onboarding activities for new employees, engagement activities, office events, and culture-building initiatives.
• Develop and continuously improve office processes, and administrative procedures.
• Source, evaluate, onboard and handle relationships with local vendors and service providers, while ensuring competitive pricing and service quality.
• Ensure vendors operate in accordance with company procurement and compliance requirements.
• Coordinate relationships with property management, facility service providers, maintenance contractors, security, catering, and other workplace partners.
• Coordinate relationships with building management, facilities providers, maintenance vendors, and other workplace partners.
• Monitor vendor performance and proactively resolve service-related issues.
• Support budget planning, expense tracking, invoice processing, and vendor spend management for the Bogotá location.
• Monitor office-related expenses and help find opportunities for efficiency and cost optimization.
• Assist with purchase requests, contract administration, and other operational processes.
• Prepare administrative reports and maintain accurate records as needed.
• Support office expansion, workplace improvement initiatives, and other operational projects.
• Coordinate logistics associated with office growth, workplace enhancements, and office moves.
• Partner with internal team members and external vendors to ensure successful project execution.
• Communicate office updates and logistics effectively to employees and team members.
• Assist with special assignments and organizational initiatives as needed as the Bogotá office continues to grow and evolve.

Skills

Executive support

Office operations

Vendor management

Budgeting

Microsoft Office

Communication

Project coordination

Education

B.A. or B.S. degree

Tools

Outlook

Teams

Word

Excel

PowerPoint

Job description

HarbourVest Partners (U.K.) Limited in Bogotá seeks an Office Manager & Executive Assistant to support the Head of the Bogotá office and oversee office operations, vendor relations, budgeting, and events. The role blends executive support with logistics, culture-building initiatives, and growth projects for the local office.

You will manage calendars, travel, meetings, and expense reporting; coordinate meetings, onboarding, and office events; and partner with vendors and building management to