Office Management Team Lead & Exec Support (Private Equity)

Capital Dynamics; New York (NY); On-site; USD 125,000 - 150,000; Full time

Job summary

Capital Dynamics in New York is seeking a senior Office Manager or Head of Administration to lead the firm’s global Office Management function. The role reports to the Senior VP, Office & Facilities Management and oversees four to five managers across London, Milan, Tokyo and Zug.

You will set global policies, manage capital projects end-to-end, and act as a trusted partner to stakeholders at all levels, including executive leadership.

Qualifications

• Experience in a global financial services organisation with proven team leadership.
• Highly organised self-starter capable of handling multiple time zones and priorities.
• Able to interface confidently across departments and ranks.
• Experience supervising office management or administration staff.

Responsibilities

• Act as day-to-day point of contact and line manager for local Office Managers.
• Develop and enforce global Office Services policies and procedures.
• Oversee and maintain Office Management information systems and calendars.
• Coordinate large meetings and off-site events across the global platform.
• Own NY office operations and liaison with executives on capital projects.
• Support CEO diary management as backup.
• Lead capital projects with the Head of Office Management.

Skills

Team leadership

Organisation & time management

Stakeholder engagement

Interdepartmental collaboration

Decision-making

Executive presence

Education

Bachelor's degree

Tools

MS Office Suite

CRM tools

Concur

Zoom/Teams

Job description

Capital Dynamics is an independent global asset management firm focusing on private assets, including private equity (primaries, secondaries and direct investments) and clean energy.

Established in 1988, the Firm has extensive knowledge and experience developing solutions tailored to meet the exacting needs of a diverse and global client base of institutional and private wealth investors. Capital Dynamics oversees more than USD 15 billion in assets under management and advisement and employs approximately 150 professionals globally across 14 offices in Europe, North America, and Asia.

Capital Dynamics is a recognized industry leader in responsible investment, receiving top marks (Five Stars) from PRI across all categories and investment strategies, as well as in GRESB benchmarking for its clean energy strategy.

OFFICE MANAGEMENT:

Capital Dynamics' Office Management team sits within our global operational platform. Working locally with a genuinely global outlook, the team delivers the standard of service - to colleagues and external partners alike - that reflects how a firm of Capital Dynamics' standing operates day to day, across every office and every time zone.

THE OPPORTUNITY:

We're seeking a senior Office Manager or Head of Administration, to lead the Capital Dynamics' global Office Management function, based in New York and reporting to the Senior Vice President, Office & Facilities Management.

You will oversee office operations across all 14 of our global offices - a mix of leased and serviced locations - and act as line manager to 4 - 5 local Office Managers / Office Coordinators based in London, Milan, Tokyo and Zug, providing direction and support across multiple time zones and cultures.

This is a role built on judgement as much as operational skill. You'll set global Office Services policy and oversee its consistent, high-quality implementation across every location, own capital projects end-to-end alongside the Senior VP, Office & Facilities Management, and be a visible, steady presence for stakeholders at every level of the firm - from local Office Managers to the most senior leadership.

This isn't a purely operational or facilities-focused seat. You'll be trusted with real discretion and confidentiality - including acting as backup support for the CEO's diary management - and expected to interface credibly across every department and rank within Capital Dynamics. If you're someone who takes real pride in being the calm, capable person that senior leadership and colleagues alike know they can rely on, this role is built for you.

KEY RESPONSIBILITIES:

• Act as day-to-day point of contact and line manager for local Office Managers based in London, Milan, Tokyo and Zug, providing direction and support across multiple time zones.
• Develop global Office Services policies and procedures, and oversee their consistent local implementation.
• Ensure global Office Management information and services platforms are kept current and well maintained.
• Coordinate and organise large meetings and off-site events across the global platform.
• Participate in drafting and reviewing company-wide communications relating to Office Services, at both local and global level.
• Own intranet content and oversee the corporate calendar.
• Take full ownership of projects - delegating, supervising and following through from conception to delivery.
• Coach and support other Office Managers as needed.
• Partner with the Head of Office Management to deliver capital projects.
• Own the day-to-day running of the New York office.
• Organise the office's monthly in-house lunch, holiday party and summer activity.
• Keep the office fully stocked and well organised, including pantry items and stationery.

Executive Support:

• Act as backup holiday cover for CEO diary management and support.

WHAT WE'RE LOOKING FOR:

Experience:

• Experience working within a global financial services organisation, with proven team leadership experience (essential).
• An experienced operator - a self-starter who is reliable, responsible, solution-led and a highly organised critical thinker.
• Able to interface confidently across departments and all ranks within Capital Dynamics.
• A track record of managing or supervising others within office management or general administration responsibilities.
• Knowledge of corporate governance, and office administration & management responsibilities, systems and procedures.
• Experience with local office event planning and management, or meaningful exposure to it.
• Proactive in mitigating, managing and escalating issues before they become problems.

Skills:

• Able to supervise direct reports across time zones and cultures, with genuine appreciation for differences in style and perspective.
• Strong problem-solving ability, for yourself and others, with the judgement to prioritise your own workload and the team's.
• A natural collaborator, able to build and develop relationships with multiple stakeholders.
• Excellent written and verbal communication skills.
• Good IT skills, including the MS Office Suite (Outlook, Word, Excel, PowerPoint), and proficiency with CRM tools, Concur, and Zoom/Teams.

Education & Qualifications:

• A Bachelor's degree is strongly preferred, but not essential.

Languages:

• Fluent English (oral and written) - essential.
• Proficiency in another European language is an advantage, but not essential.

Compensation:

Base salary range - USD 125,000 - 150,000 plus bonus, depending on candidate experience.

Our Equal Opportunity Commitment:

Capital Dynamics is an Equal Opportunity Employer and is committed to creating a global diverse workforce. We are a global company with 24 nationalities represented across our staff in 14 offices, spanning North America, Europe, the Middle East, and Asia. We believe diversity and inclusion (“D&I”) is key to being better at what we do, and our initiatives are designed to attract, develop, and advance talented individuals, regardless of race, sexual orientation, religion, age, gender, disability status or any other dimension of diversity. We welcome and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply to join Capital Dynamics.

Please inform our recruitment team if you have a disability, condition or difference that may require us to make any adjustments as part of your application process or during employment.