Office Manager & Executive Assistant in Hamilton

About the role

Vantage is seeking a highly capable and proactive Office Manager to serve as the hub for our Bermuda office.

This influential, dual-function role demands equal parts executive polish and office ingenuity, supporting the President of Vantage Risk and Senior Reinsurance Leaders while keeping the Bermuda office running at its best every day.

You will act as a trusted liaison across all levels of the organization, from internal Bermuda staff to external brokers, clients, and vendors, handling sensitive matters with discretion and driving seamless execution across executive and office priorities.

This is a highly visible role for a self-starter who takes pride in both the details and the bigger picture.

Base salary for the selected candidate will be commensurate with candidate experience and expectations.

Additionally, Vantage offers its colleagues performance-based bonus potential, strong health & welfare benefits, retirement plan, competitive time off plans, a highly flexible work environment, and much more.

Responsibilities & Accountabilities

• Own and manage the President's calendar with precision, including scheduling meetings, conference calls, travel, and appointments across multiple time zones.
• Serve as the primary concierge for the President and Senior Reinsurance Leaders, coordinating all travel logistics including flights, hotels, ground transportation, and dining reservations.
• Work closely with travel agents, airlines, and car services to deliver a seamless experience for internal and visiting leaders.
• Manage logistics for offsite meetings, broker dinners, and client events, ensuring every detail is arranged well in advance.
• Prepare, review, and coordinate executive correspondence, presentations, and reports.
• Process and submit expense reports on behalf of Senior Leaders.
• Handle all incoming and outgoing communications with professionalism, routing inquiries appropriately and maintaining confidentiality at all times.
• Serve as the first point of contact for the Bermuda office, managing reception, overseeing office flow, and maintaining a welcoming, productive environment.
• Maintain and update phone lists, email distribution lists, and other organizational systems to ensure employees remain connected and informed.
• Oversee upkeep of all office areas, including kitchen, supply rooms, and meeting spaces, ensuring they remain stocked, clean, and functional at all times.
• Liaise with building management on maintenance issues, coordinating resolution and tracking completion of service requests.
• Set the tone for the look, feel, and culture of the Bermuda office environment, establishing and maintaining a high standard of professionalism and hospitality.
• Coordinate office moves, furniture procurement and disposal, and onsite storage management as needed.
• Manage all aspects of the corporate apartment including reservations, coordinating cleaning and maintenance, replenishing supplies, and ensuring it is always presented to a high standard and guest ready at all times.
• Support the administrative aspects of new hire onboarding, including office protocol training and access coordination.
• Proactively identify ways to improve the day to day running of the office and executive support processes.
• Manage conference room scheduling and resolve technology or logistics issues to support seamless meeting execution.
• Lead planning and on the day execution of Bermuda office events, including leadership meetings, team meetings, broker receptions, and client gatherings.

Provide on ground support for board meetings and executive visits as required, working in coordination with the Executive Assistant to the CEO.

• Participate in cross functional special projects and provide flexible support as business priorities evolve.
• Ideal Candidate Profile
• Bachelor's or Technical degree or equivalent professional experience preferred.
• Demonstrated experience in an executive assistant, office management, or senior administrative role, ideally within financial services or a professional services environment required.
• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously without loss of quality required.
• Outstanding written and verbal communication skills; able to represent senior leaders with confidence and professionalism.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, Power Point).
• Proven ability to handle confidential information with discretion, integrity, and sound judgment required.
• Self directed and solution oriented.
• Experience supporting executives in the (re)insurance, financial services, or related industry preferred.
• Familiarity with Bermuda's professional business environment and local vendor landscape.
• Ability to process and adapt to change in a rapid growth company environment.

Vantage associates are expected to be curious, thrifty, and resourceful to manage through the unknowns of growing a specialty (re)insurance business from the ground up.

Equal Employment Opportunity

We value diversity and are committed to creating an inclusive environment for all employees.

At Vantage, we strive to build and foster a culture where inclusiveness is ingrained, not just an initiative.

All colleagues support building an inclusive environment where employees feel empowered to share their experiences and ideas to foster an environment which encourages you to "Be You!" We are proud to be an equal opportunity employer.

In connection with our business, Vantage may collect and process your personal data.

For further information regarding how we use this data, please see our online privacy notice at Vantage Recruiting Privacy Notice.

ADA Notice: All applications shall be submitted online through our applicant tracking system.

Candidates needing reasonable disability accommodation to enable them to apply and/or fully participate in the selection process are encouraged to email with the subject Candidate ADA Request detailing their needs.

Please note the above email box is for candidates needing reasonable disability accommodation only, emails submitting resumes will not be considered and those seeking application status updates will go unanswered.