Senior Office Manager - Executive Assistant
October 11
Description
• This is a great opportunity for someone who seeks an opportunity to join a great company culture that is empowering maturity in the workplace with strong professionalism and thirst for learning. • Company Profile: Our client was founded by a team of seasoned investment professionals with a collective experience of over 50 years in trading alternative strategies, managing venture funds, and driving high-growth businesses. • Headquartered in London, they have a global presence with offices in Miami and Hong Kong. • Their commitment to their clients is unwavering, and they prioritize delivering the highest quality investment opportunities. • Duties and Responsibilities: Role Overview: Our client is seeking a highly skilled Senior Virtual Office Manager and Executive Assistant to provide top-tier administrative support to the Managing Director. • The ideal candidate will possess exceptional written and spoken English skills and demonstrate a strong proficiency in using a digital toolset. • Key Responsibilities: Efficiently manage and organize the schedules and inboxes of senior executives, ensuring all appointments and communications are handled promptly and professionally—both by phone and email. • Prepare detailed comprehensive reports, presentations, and other documents as required by senior management. • Using tools such as Trello/OneNote, Click-up to manage day-to-day tasks and prioritization as well as projects and longer-term goals. • Completing and filing key reports for the various companies. • Keep the businesses accounts UpToDate. • Assist with high-level administrative tasks, including contract management, document preparation, and coordination of various projects. • Conduct thorough research on a wide range of subjects, providing actionable insights and recommendations to support decision-making processes. • Maintain and enhance professional relationships by managing LinkedIn accounts, following up on networking opportunities, and coordinating communication with key stakeholders. • Organize and coordinate internal and external meetings, including preparing agendas, attending virtual meetings to take notes, and ensuring follow-up actions are completed. • Plan and manage complex travel itineraries, including booking flights, accommodations, and transportation for senior management. • Handle sensitive information with the utmost confidentiality and discretion, maintaining the highest standards of data security. • Oversee the virtual office environment, ensuring smooth operations and efficiency in all administrative functions. • Build a contact management system within a CRM you’re familiar with to manage and streamline contact management, workflows, track progress, and ensure timely completion of tasks and meetings. • Act as a liaison between senior management and various internal and external stakeholders, ensuring clear and effective communication.
Requirements
• IT Skills: Digitally native with advanced proficiency in (preferably) Office 365 (Excel, Word, Outlook etc) and a CRM system (e.g. Trello, Clickup, HubSpot etc). Additional proficiency in tools like Canva, Adobe Suite, and other digital tools are an advantage. • Communication Skills: Exceptional written and spoken English. • Organizational Skills: Strong ability to manage multiple tasks and priorities in a fast-paced environment. • Attention to Detail: Meticulous attention to detail and a commitment to producing high-quality work. • Problem-Solving: Strong analytical and problem-solving skills, with the ability to think critically and make informed decisions. • Adaptability: Flexibility and adaptability to changing demands and new technologies.
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