Associate - Employee Experience
September 26
Description
• Email Management - Assistant the Co-Managing Partner by managing and tracking their email, internal and external communications – This includes, monitoring, filing and where appropriate responding. • Calendar Management - Manage diary and calendar for Co-Managing Partner, including sending and accepting / declining invitations as well as liaising prior to arranging appointments and meetings on their behalf. • Meeting management - Arranging onsite and offsite meetings, including booking meeting rooms, equipment and catering when required. • Expense management - Preparing Managing Partner’s travel and business expenses and reconciliation of credit card expenses monthly. • Additional Support - Assist and where required support the running of errands, paying bills, renewing insurance policies, sourcing items, completing applications, renewing passports/ESTAS/permit applications, sourcing and booking service providers, and any other ad hoc requests from the Co-Managing Partners. • Document Management - All manner of typing, including letters, reports, file notes and drafting correspondence on behalf of the Managing Partners. • Internal meeting management – Working with the Co-Managing Partner on all their core staff / stakeholder meetings this will include: Making sure agendas are sent prior to the meetings, Notes are taken in the meetings, Circulating action items and ensuring they are carried out. • CRM Management - Working with the Managing Partner to ensure client contact details are: Input into the MS Dynamics and ensuring these records are kept current and complete. Ensuring that all contacts records are kept clean and that staff are entering the right level of data needed. • HR Responsibilities - Assist the wider employee experience team where needed with day to day responsibilities. Assist with coordinating employee domestic and international travel including flights, accommodation and consider additional considerations such as Travel Cayman and vaccinations. Support HRIS maintenance. Assist with collecting references and administrating personality test for potential employees. • Office & Facilities Responsibilities - Where onsite – Assist with the office manager for any office query related matter. Support the overall facility & general office operation. Liaise with facility management vendors, including cleaning, property managers and external providers Greet visitors and deliver world-class service to our clients. Coordinate appointments and meetings and manage staff calendars and schedules. Purchase office supplies and equipment and maintain proper stock levels. Coordinate with IT department on all office equipment. Coordinate desk set up and take down for new staff and leavers. Purchase kitchen supplies. Assist with organizing client events and office social activities. Carry out any necessary filing & scanning. • Marketing Responsibilities - Support the Director – Corporate Development & Strategy with Internal and external corporate events when required. Provide day to day general marketing support when required.
Requirements
• Completed high school and excelled in Mathematics and English. • Studying towards or complete University degree is preferential. • Innovator & self-starter with high energy and drive. • Candidate must be an energetic professional who doesn't mind wearing multiple hats. • Willing to handle a wide range of administrative and executive support related tasks and learn to work independently with little or no supervision. • Be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people. • High proficiency of using Office 365 including, Excel, Word, Teams. • Excellent communication and interpersonal skills. • A high degree of diplomacy, tolerance, natural confidence and enthusiasm. • Must have a valid driver’s license and have own vehicle. • The ability to think strategically – balancing the current and future demands of the business. • Previous professional office-based experience, ideally in the Fund Administration industry. • Exceptional organizational skills with the ability to concurrently manage multiple projects, activities and deadlines. • A professional approach with strong communication and presentation skills. • A track record to successfully work within and with various teams. • The ability to work in a pressurized and demanding environment. • The ability to remain highly motivated and focused. • Ability to communicate (high standard of speaking and writing) in Portuguese would be a huge asset.
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