Executive Assistant / Office Manager

We’re Hiring: Office Manager / Executive Assistant to the COO

Based in Miami, FL | Full-Time | In-Office

About Us

Industry FinTech (IFT) is on a mission to modernize and transform the world of private capital markets. Our proprietary platform powers how firms raise capital, engage investors, and manage operations with transparency, compliance, and efficiency.

We’re a fast-growing fintech company headquartered in Miami, with a global footprint and teams across the U.S. and Latin America. Our Miami office is the operational and leadership hub of the company, and this role plays a key part in keeping everything running smoothly.

If you’re highly organized, proactive, and love being at the center of how a company operates, this role is for you.

The Role

We’re looking for an Office Manager / Executive Assistant who will own the day-to-day operations of our Miami office while serving as a trusted operational partner to our COO. 

This is a high-visibility, hands-on role that combines executive support, office management, and cross-functional coordination. You’ll be responsible for keeping the office running at a high standard, supporting leadership execution, and ensuring both employees and visiting clients experience a professional, organized, and welcoming environment.

You’ll work closely with HR and teams across the company, playing an active role in employee experience, internal operations, and office culture. This position is ideal for someone who thrives in fast-paced environments, enjoys being at the center of operations, and is looking to grow into a broader operations role over time.

What You’ll Do

Executive & Office Operations

·      Support the COO with calendar management, meetings, and day-to-day execution.

·      Own the smooth daily operation of the Miami office.

·      Open the office and ensure it is fully prepared for employees and visitors.

·      Serve as the first point of contact for clients, partners, and guests.

·      Maintain a professional, welcoming, and well-run office environment.

·      Manage office supplies, vendors, phone systems, and operational expenses.

Facilities, Equipment & Logistics

·      Coordinate office maintenance, repairs, access controls, and vendor relationships.

·      Ensure employees have the tools, equipment, and support needed to perform their roles.

·      Oversee purchasing, setup, and inventory of office equipment.

HR, Culture & Cross-Department Collaboration

·     Partner closely with HR on onboarding logistics, employee experience, and office culture initiatives.

·     Help maintain a positive, organized, and people-first office culture.

·     Support internal coordination across departments to improve execution.

·     Assist with office events, internal meetings, and team gatherings in collaboration with HR.

Insurance, Finance & Compliance Support

·      Assist with office insurance coordination, documentation, and renewals.

·      Support office-related financial handling and coordination with Finance.

What We’re Looking For

Must-Haves

• Fluent English (written and spoken).
• 1 years of experience in office management, executive assistance, or operations.
• Strong organizational and time-management skills.
• High attention to detail and strong follow-through.
• Ability to handle confidential information with discretion.
• Proactive, resourceful, and comfortable anticipating needs.
• Experience working with calendars, vendors, expenses, and office logistics.
• Comfortable working cross-functionally with multiple teams.
• Strong communication and interpersonal skills.
• Self-starter mindset with a high sense of ownership.

Bonus Points For

• Fluent Spanish (written and spoken)
• Experience working closely with HR or People Operations.
• Prior experience supporting an operations leader.
• Background in fintech, real estate, or fast-growing startups.
• Exposure to managing offices, properties, or multi-location operations.

 What You’ll Get

• Competitive salary.
• Performance-based bonuses.
• Health benefits.
• Paid time off.
• Company laptop and tools.
• Growth opportunities in a fast-scaling global fintech.
• A central role working closely with leadership and multiple departments.

 Ready to Join the IFT Team?

We’d love to hear from you!

• Email your resume to domenica@industryft.com with subject: Office Manager / Executive Assistant – [Your Name]
• Apply through our hiring platform: Trakstar.
• Or apply via LinkedIn.