Executive Assistant - NA (Internal Grading - Senior Officer)

ABOUT US:

 

As a world leading provider of integrated solutions for the alternative investment industry,  Alter Domus (meaning “The Other House” in Latin) is proud to be home to 90% of the top 30 asset managers in the private markets, and more than 6,000 professionals across 24 countries. 

 

With a deep understanding of what it takes to succeed in alternatives, we believe in being different in what we do, how we work, and most importantly in how we enable and develop our people. Invest yourself in the alternative, and join an organization where you progress on merit, where you can speak openly with whoever you are speaking to, and where you will be supported along whichever path you choose to take. 

 

Find out more about life at Alter Domus at careers.alterdomus.com  

 

JOB DESCRIPTION

This role is pivotal in ensuring the seamless and efficient administration and support for the Chief Commercial Officer of Alter Domus.  The role provides day-to-day administrative support, including: 
 

•    Diary Management: Efficiently organize and manage the CCO’s schedule, ensuring optimal use of time, prioritizing meetings, appointments, and other commitments including forward-planning of standing meetings such as Commercial Leadership Team meetings as well as attendance at Group Executive Board meetings.

•    Meeting Coordination: Plan, schedule, and coordinate internal and external meetings, including logistics, agenda preparation, and post-meeting follow-ups. Attend meetings when necessary, take notes and disseminate relevant information.

•    Communication Liaison: Act as a central point of contact between the CCO and internal/external stakeholders. Screen and manage incoming communications, responding on their behalf when appropriate, ensuring timely and accurate information flow.

•    Document Preparation: Prepare reports, presentations, and correspondence on behalf of the CCO. This includes researching and compiling data, creating visually appealing materials and maintaining a high level of accuracy and confidentiality.

•    Project Support: Assist in coordinating and managing various projects. This involves collaborating with cross-functional teams, monitoring project timelines, and providing regular updates to ensure successful completion.

•    Travel Arrangements: Arrange complex travel itineraries, including flights, accommodation and transport, ensuring the CCO’s travel plans align with business priorities. Arrange visas and other travel documents (including vaccines, Covid tests etc.).  

•    Expense Management: Manage expense reporting, tracking and reimbursement process, maintaining accurate records and ensuring compliance with company policies.

•    Invoice management: creation of Purchase Requisitions, act as point of contact between suppliers and finance team to ensure invoices are paid on time. 

•    Confidentiality and Discretion: Manage sensitive and confidential information with the utmost discretion, demonstrating a high level of professionalism and integrity in all interactions.

•    Office Organization: Maintain an organized and efficient office environment, managing filing systems, supplies, and other administrative tasks to enhance overall productivity.

•    Ad-hoc Support: Provide additional support as needed, adapting to evolving priorities and challenges, and demonstrating flexibility in managing various tasks.

•    Work with directors and/or their PAs/EAs across the company to ensure visitors feel welcome when coming to the office (meeting room bookings, taxi reservations, access cards etc).

•    Organize team events: townhall meetings for the global team, local team reservations etc.

•    Time management: Ensure timesheets are completed on time and approve holiday requests for members of the CLT.  

•    Help preparing onboarding for new team members and new Directors (includes booking introduction meetings in their first week).

•    Ensure key stakeholders in the team of aware of any IT updates. 

•    Manage the electronic signature of documents.
 
 
PROFILE