Office Manager

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 [email protected] 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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