Office Manager

Shields & Company; Waltham (MA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Competitive salary and benefits

Convenient office location in Waltham, MA

Collaborative and entrepreneurial culture

Job summary

An investment banking firm in Waltham is seeking an experienced Office Manager to oversee day-to-day operations, manage bookkeeping, and coordinate with various departments. The ideal candidate has over 5 years of office management experience, strong communication skills, and familiarity with tools like QuickBooks and HubSpot. This full-time role offers a competitive salary and benefits within a collaborative culture.

Qualifications

• 5+ years of experience in office management or administration.
• Familiarity with bookkeeping and accounting basics.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Oversee day-to-day office operations and maintenance.
• Perform bookkeeping duties and coordinate with external partners.
• Manage the firm’s CRM system and internal/external meetings.

Skills

Office management

Bookkeeping

IT tools basic troubleshooting

Communication skills

Organizational skills

Education

Bachelor’s degree or equivalent work experience

Tools

QuickBooks

Microsoft Office Suite

HubSpot

Job description

Position Overview

Shields & Company is a Waltham-based, independent middle-market investment bank providing merger & acquisition and valuation advisory services to privately held and public companies. With decades of experience, we are committed to helping our clients achieve their strategic and financial goals through mergers and acquisitions, capital raising, and strategic advisory services.

Key Responsibilities

• Oversee day-to-day office operations, including facilities, supplies, vendor relationships, and office maintenance
• Perform bookkeeping duties, including invoice tracking, expense reconciliation, and liaison with external accounting partners
• Manage third-party IT support to ensure efficient resolution of technical issues
• Coordinate with outsourced HR, Compliance, and Accounting resources to support payroll, benefits administration, compliance, and financial operations
• Assist with marketing efforts, including content distribution, email campaigns, event coordination, and social media updates
• Manage and maintain the firm’s CRM system (HubSpot), ensuring accurate contact records, pipeline tracking, and marketing automation
• Coordinate internal and external meetings, including scheduling, catering, and room preparation
• Supply management of office supplies, in-office food and beverages, cleaning supplies, technology accessories, etc.
• Support onboarding and offboarding of employees and interns
• Manage office access for employees through an app and by ordering and terminating access cards
• Identify and implement process improvements to enhance office efficiency
• Be an ambassador of company culture and values. Be approachable, reliable and energetic
• Assist with additional special projects, as required

Qualifications

• Bachelor’s degree or equivalent work experience
• 5+ years of experience in office management, administration, or operations (experience in finance, legal, professional services, or other regulated industries is a plus)
• Familiarity with bookkeeping and accounting basics; experience with QuickBooks is preferred
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); comfort with IT tools and basic troubleshooting
• Knowledge of CRM and marketing platforms; experience with HubSpot is preferred
• Excellent communication, interpersonal, and organizational skills
• Comfortable owning projects and making decisions; takes initiative and works well independently as well as with others
• Ability to manage multiple priorities and work in a fast-paced environment with changing needs and requirements
• High level of professionalism, discretion, and attention to detail

Why Join Shields & Company?

• Collaborative and entrepreneurial culture
• Key operations role in a respected, growing investment banking firm
• Competitive salary and benefits
• Convenient office location in Waltham, MA

To Apply:

Please send your resume and a brief cover letter to [e-mail] with the subject line: Office Manager Application – [Your Name]

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Investment Banking

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