Office Manager & Executive Assistant

About the role

HarbourVest is looking for an Office Manager & Executive Assistant to join its Bogotá office. This is a highly visible role combining executive support, office operations, vendor management and administrative coordination, acting as a trusted partner to the Head of the Bogotá office. The position is hybrid: 18 remote workdays per quarter, subject to manager approval.

Key responsibilities

• Executive support: calendar management, meeting coordination, travel arrangements, expense reporting, and preparation of materials, presentations and reports for the Head of the Bogotá office
• Office operations: front desk, visitor experience, conference rooms, catering, employee meetings, leadership visits and office events; office supplies, equipment, workspace organization and building access
• Onboarding new employees, office events and culture-building initiatives, and improving office processes
• Vendor management: sourcing, evaluating and onboarding local vendors, coordinating with property management, facilities, maintenance, security and catering, and monitoring vendor performance
• Budget and finance: budget planning, expense tracking, invoice processing, vendor spend management, purchase requests, contract administration and administrative reporting
• Office growth: supporting expansion, workplace improvements and office moves, and communicating updates to employees

Required profile

• Demonstrated experience in office administration, executive aid, workplace operations or related roles
• Experience supporting senior executives or leadership teams
• 5+ years in office management, executive support or workplace operations preferred
• Preferred: B.A. or B.S. degree or equivalent experience
• Professional fluency in both English and Spanish

Required skills

• Microsoft Office, including Outlook, Teams, Word, Excel and PowerPoint
• Expense management, budgeting support and administrative processes
• Vendor and supplier coordination