Office Administrator

HarbourVest Partners (Singapore); Bogotá; Hybrid; COP 131,074,000 - 196,612,000; Full time

Job summary

HarbourVest Partners (Singapore) is seeking an Office Manager & Executive Assistant to support the Head of the Bogotá office. This role combines executive support, office operations, workplace experience, and vendor management to ensure a professional and welcoming environment for employees and visitors.

You will manage calendars, travel, meetings, and expenses while coordinating office logistics, onboarding, events, and culture initiatives in a hybrid setting with remote work days.

Qualifications

• Exceptional organization and multi-tasking across priorities.
• Ownership of solutions and proactive anticipation of needs.
• Ability to support senior executives while managing office operations.
• Thrive in a dynamic, growing environment with evolving priorities.
• Discretion handling confidential information with professionalism.

Responsibilities

• Provide day-to-day executive support for the Head of Bogotá office, including calendar management, travel arrangements, expense reporting, and meeting coordination.
• Coordinate office operations and workplace experience to ensure a smooth, professional daily environment.
• Manage vendor relationships and procurement, ensuring competitive pricing and compliance.

Skills

Highly organized

Ownership mindset

Proactive problem-solving

Strong communication

Relationship management

Job description

Job Description Summary

For 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 execution

What you will do:

Executive Support

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.

Office Operations & Workplace Experience

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.

Vendor Management & Procurement

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,