Executive Assistant

Rialto Capital; Miami (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Rialto Capital is seeking an experienced Administrative Assistant to support the Managing Directors of AM & Servicing and SS Operations. The role requires handling highly confidential information with discretion while managing calendars, travel, and meeting logistics.

Ideal candidates have a Bachelor's degree with 5+ years of admin experience, strong MS Office skills, and familiarity with Mac/iPhone/iPad. AI-enabled tools experience is a plus, enabling efficient, high-quality output.

Qualifications

• Bachelor's Degree and 5+ years of experience as an administrative assistant or equivalent.
• Paralegal Certification is a plus.

Responsibilities

• Perform diversified and confidential administrative duties for the Managing Directors.
• Manage calendars, including scheduling appointments and prioritizing sensitive matters.
• Coordinate with outside counsel to ensure documents are executed, notarized, and delivered.
• Compose and submit expense reports; code and process invoices.
• Collate and assemble materials and coordinate meeting arrangements.
• Utilize MS Office and graphics applications to produce reports and presentations.
• Answer phones and direct calls; manage electronic communications.
• Prioritize multiple projects; arrange travel schedules and reservations as needed.
• Back up other administrative staff and assist with office tasks and events.

Skills

Calendar management

Discretion

Communication

Time management

Team player

Notetaking

AI fluency

Problem solving

Education

Bachelor's degree

Paralegal Certification (plus)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

MacOS / iOS

Job description

KEY RESPONSIBILITIES

• Perform diversified and confidential administrative duties for the Managing Director - Head of AM & Servicing and the Managing Director - SS Operations, requiring broad knowledge of the group’s organization, policies, and practices.
• Manage calendars, including scheduling appointments and prioritizing sensitive matters.
• Coordinate with outside counsel to ensure documents are properly executed, notarized, and delivered to the appropriate parties.
• Compose and submit expense reports; code and process invoices.
• Collate and assemble materials and coordinate arrangements for meetings and presentations.
• Utilize various software packages such as spreadsheet, word processing, and graphics applications to produce high-quality reports, presentations, and documents.
• Answer phones and direct all incoming calls to the appropriate party promptly and efficiently; communicate and handle incoming and outgoing electronic communications.
• Prioritize and manage multiple projects simultaneously, following through on issues in a timely manner; arrange travel schedules and reservations as needed.
• Act as backup to other administrative personnel as needed; perform other administrative duties as assigned, including assisting with office supply inventory, ordering catered food for internal and external meetings, and coordinating office events.

SPECIFICATIONS

• Bachelor's Degree and 5+ years of experience as an administrative assistant, or an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
• Paralegal Certification is a plus
• Strong working knowledge of Microsoft Office Suite, particularly Word, Excel, Outlook, and PowerPoint.
• Strong working knowledge of Apple products (Mac, iPhone, iPad).
• AI & Technology Fluency: Demonstrates proficiency in using AI-enabled and digital tools to enhance productivity, analysis, problem-solving, and work quality, applying critical judgment to validate and finalize outputs.
• Exceptional written and verbal communication skills, including excellent editing and proofreading skills.
• Excellent calendar management skills, including the coordination of complex meetings.
• Excellent verbal, written, and interpersonal communication skills, with the ability to present information clearly and concisely to a variety of audiences.
• Collaborative team player who works constructively with others to accomplish shared goals and identify solutions, while also able to work independently with minimal supervision.
• Highly organized and detail-oriented, with a strong commitment to accuracy, completeness, and accountability in all work product.
• Reliable and dependable, with the ability to manage multiple priorities simultaneously and consistently meet deadlines.
• Results-driven, with strong analytical and problem-solving skills and a focus on delivering high-quality outcomes in a timely manner.
• Ability to maintain poise and sound judgment in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient under pressure.
• Must be able to demonstrate discretion in handling highly confidential information.
• Flexibility to work outside of standard business hours as needed.

While performing the duties of this job, the Associate is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop. The Associate must occasionally lift and/or move up to 25 pounds. Evening or weekend work may be necessary to meet deadlines.

This description outlines the basic tasks and requirements for the position noted. It is not a comprehensive listing of all job duties.

Rialto Capital is committed to the principles of Equal Employment Opportunity. Our policy is to provide equal employment opportunity to all applicants and Associates without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age (40+), disability, veteran status, genetic information (including family medical history), or any other legally protected status.

Our company uses E-Verify to confirm the employment eligibility of all newly hired employees.

To learn more about E-Verify, including your rights and responsibilities please visit: e-verify.gov.