Job brief

We are looking for a Personal Assistant for the CEO and office support for a variety of administrative tasks. You will report to the support function but maintain a direct relationship with the company CEO.

Personal Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you must be a self-starter who is well-organised, has great time management skills and is able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalised and timely support our CEO and company.

Responsibilities

• Actively manage CEO calendar and set up or rearrange meetings as required ensuring relevant IT, conference details or meeting rooms, catering and other facilities are available
• Prepare documentation and brief in advance of meetings as required
• Co-ordinate complex travel, visa and accommodation arrangements for the company and produce itinerary as required
• Complete expense reports for the CEO
• Screen and direct phone calls and distribute correspondence and post
• Manage confidential correspondence or projects in a discreet manner
• Act as an office manager by keeping up with office supply inventory and sourcing of suppliers
• Format information for internal and external communication as required – memos, emails, presentations, reports
• Take minutes during meetings
• Organize and maintain a hard and soft filing system for CEO
• Manage information flow in a timely and accurate manner
• Liaise with external counterparties
• Assist with ad-hoc office requirements as requested by manager
• Prepare process documents for review
• Prepare documents for CEO signature
• Update Executives professional memberships, media subscriptions etc
• Organise events, presentations, gifts for the company
• End to end management of promotional events which may include

• Building relationships with hotels and negotiating rates
• Coordinating dates with parent company for events
• Travel booking of taxis, buses, flights
• Preparation of itineraries
• Collection and travel with groups acting as a group leader
• Booking extra activities and dinners at a group level

• Miscellaneous facilities responsibilities which may include:

• Maintain office, kitchen, and postage supplies
• Organize courier and messenger service requests and deliveries
• Coordinate day-to-day facilities issues and repair requests
• Organize and facilitate Wednesday offices lunches
• Liaison with building management team
• Co-ordinate the website update with the marketing provider

Requirements

• At least 2 year’s work experience as an Executive Assistant, Personal Assistant or similar role with a lot of diary and travel management experience
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Knowledge of funds of funds, equity or fixed income funds would be beneficial
• Problem-solving and decision-making aptitude
• Strong ethics and reliability