Executive Assistant / Office Manager

Company Description

Fund services | Corporate | Capital markets | Private client | Regulatory & Compliance 

We help clients succeed by unlocking new value through expertise, trust and scale. We deliver solutions that solve complex challenges faced by asset managers, financial institutions, corporates, high net-worth individuals and family offices.

We’re a trusted partner to over 8,000 clients globally. We are proud to have long-lasting partnerships with our clients. With more than 1,800 colleagues, we operate across 20+ countries, our scale enables us to support our clients globally and locally, providing a seamless client experience across borders and service lines.

Job Description

Purpose of the Job

The successful candidate will provide efficient, confidential and high quality administrative and organizational support, primarily to the Executive Directors based in the United States and Bermuda. The position is a key role in enabling others to drive results by supporting the administrative needs and office management of the regional offices.

Main Responsibilities

• Coordinating travel arrangements, including making reservations and calendar management.
• Coordinate appointments, meetings and conferences, and provide a full range of organizational and administrative support, primarily to members of the executive committee, including booking meeting rooms, creating schedules and timetables.
• Organizing management meetings, including the preparation of information packs, agendas, minute taking and all related duties
• Produce confidential reports and undertake projects, such as research and preparation of presentation materials.
• Facilities and supplier management, to include:
  • Liaison with suppliers, ensuring contracts are reviewed before renewal and changes are recorded on our supplier system
  • Monitoring office supplies, stationery and IT equipment, obtaining approval, monitoring expense/budget and placing orders when necessary
  • Liaising with the landlord and cleaners in relation to maintenance, repairs etc
  • Monitoring and ordering access cards and office keys
• Financials, to include:
  • Invoice coding, seeking approval, filing, updating invoice log, monitoring expense/budget and answering queries from the accounts team
  • Collating employee expenses for approval and filing
  • Monthly credit card reconciliations
  • Petty cash control and reconciliation
• Ensure the Business Continuity Plan is kept up to date and implement testing thereof
• Liaise with the local HR representative to:
  • Assist with the new starter process
  • Ensure Health & Safety processes and procedures are kept up to date and changes advised to all members of the team
• Handle incoming and outgoing post which will include drafting response letters/emails, redirecting, filing, and archiving
• General office duties and any other duties that may be required such as arranging couriers, photocopying and typing.
• Establish and maintain personal and professional files
• Assist in drafting materials as directed by management
• Produce, amend and file documentation and correspondence.
• Input time on time recording system.
• Process expense reports.
• Sending, drafting, retrieving and profiling e-mail.
• Serve as Gatekeeper for executive staff.
• Arrange payment of invoices.
• Work as part of the administrative team to provide assistance and support across the business where capacity allows, particularly for holiday and sickness cover.
• Carry out any other activities reasonably required from time to time.

Qualifications

Knowledge, Skills & Experience

• Extensive administrative/ office management experience in a busy office environment
• Demonstrated capability to handle multiple simultaneous projects
• Ability to work under pressure and meet time specific deadlines
• Good interpersonal skills are required to develop close working relationships with colleagues and clients.
• Proficient in MS Office suite.
• Excellent verbal and written communication skills
• The ability to manage time effectively and to prioritize and organize workflow
• Ability to deal effectively and courteously with clients and colleagues, and exercise discretion and confidentiality in all matters
• Possess a professional attitude and approach, including the ability to work independently, exercising good judgment and initiative

Additional Information

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are