Executive Assistant at Rialto Capital in Miami, FL

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.

Requirements

• 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.

Skills

Preferred

• Paralegal Certification is a plus