Executive Personal Assistant and Office Manager

Midpoint Markets is a growing financial sciences team that uses a systematic and quantitative approach to solve the toughest challenges in the nascent space of cryptocurrency trading.

Our team of scientists, engineers, and traders is dedicated to developing creative, rigorous, and practical solutions to these evolving problems.

We work in a dynamic, fast-paced, highly competitive environment. We approach a broad range of problems and seek team players who can solve them effectively.

We and are looking for the best and brightest to join our team.

We are seeking a dynamic and flexible individual to provide executive assistance, personal assistance, and administrative and office support for our (currently 12-person) main office.

The successful candidate will be able to learn the requirements of a fluid and idiosyncratic environment; strive to help the team be more focused, efficient, and productive in whatever ways possible;

and adapt the role as the firm evolves.

Job Responsibilities

Executive Assistance (50%) :

• Managing the executive team’s calendars.
• Organizing meetings, including scheduling and rescheduling as necessary, handling meeting logistics, keeping attendees apprised of meeting details, ensuring timeliness, and organizing catering when necessary.
• Helping with time management.
• Planning and coordinating business travel, including flights, accommodations, ground transportation, meetings, and activities.
• Communicating with external parties.

Administrative and Office Support (30%) :

• Facilitating the smooth operation of the office environment by ordering supplies, handling incoming deliveries and mail, and maintaining cleanliness and organization in shared spaces.
• Acting as a point of contact between the company and external vendors.
• Planning company outings, parties, and other events.
• Providing assistance with production of documents, including emails, memos, communications to employees or external parties, and documentation on company standards, policies, and procedures.
• Welcoming visitors and candidates to the office and supporting their travel and visit logistics as necessary.
• Taking meeting minutes and notes.
• Managing filing systems and inventories.
• Expanding to other areas appropriate to the individual’s skills and background and to firm needs, as time permits. Some of these areas may include performing HR tasks like onboarding new hires and dealing with payroll issues;

acting as a liaison between the firm and employees on HR and office issues; and helping with the establishment of and updates to company policies and procedures.

Personal Assistance to the CEO (20%) :

• Doing shopping and errands.
• Ensuring the routine operation and maintenance of homes and vehicles.
• Sorting mail.
• Planning and coordinating personal travel and vacations, including activities and dining as well as travel and lodging.
• Managing the CEO’s personal schedule.
• Making restaurant reservations.
• Hiring and supervising housekeeping staff.
• Buying gifts and sending holiday cards.

Qualifications

• Ability to understand the CEO’s and team’s priorities, constraints and preferences so as to make the process of support as proactive, unintrusive, and effective as possible.
• Flexibility and willingness to work in a dynamic environment with fluid requirements and schedules and to adapt responsibilities as the company grows.
• Resourcefulness in getting information and support needed to accomplish goals.
• Proficiency with computers and tools such as Microsoft Office, email and calendar clients, and teleconferencing applications.

Ability to coordinate and communicate effectively with technical support people inside and outside the firm. Familiarity with Linux is a positive.

• Excellent written and verbal communication skills.
• Exceptional organization and time management skills, with an ability to use these to help the team manage their time.
• Attention to detail.
• Prepared to work non-remotely at least four days a week and to perform some off-hours work.

Benefits

• Generous compensation structure
• Fully covered Medical, Vision, and Dental insurance
• Competitive 401K match
• Generous meal and wellness benefits

We are proud to be an equal opportunity workplace. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity / expression, age, status as a protected veteran, status as an individual with a disability, or any other applicable legally protected characteristics.