Job Description
Executive Assistant & Office Manager
Full-time (Requirement to work at least four days in the office per week)
Location: Mayfair, London
Salary: Based on experience
Company Overview
Calibrate is an alternative investment manager based in Mayfair. The hedge fund was founded in 2021 by John White and Michela Ferrulli and is guided by three core principles: uncorrelated returns, compounding capital, and liquid alternatives. As a firm, we are dedicated to creating long-term relationships with our clients built on integrity and trust. We operate in a dynamic and high-performance environment and are seeking a flexible, proactive, and detail-oriented individual to support our leadership team and ensure smooth daily operations.
Role Overview
We are looking for an experienced and highly organised individual to provide support across the business (Executive Assistant), family office (Personal Assistant) and office management functions. This is an exciting opportunity to join a growing investment firm and play a pivotal role in supporting its continued success. This role sits at the centre of the firm and requires excellent judgement, discretion and the ability to manage multiple priorities in a fast-paced investment environment. The successful candidate will work closely with senior leadership and gain exposure to investors, advisors and key stakeholders.
EXECUTIVE ASSISTANT
* Act as a gatekeeper to the co-founders, filtering and prioritising requests and protecting their time.
* Coordinate domestic and international travel arrangements, including flights, hotels, visas, and ground transport
* Create detailed itineraries and ensure all documents and arrangements are in place
* Manage complex and ever-changing calendars for the co-founders, coordinating meetings across multiple stakeholders and prioritising effectively
* Schedule and coordinate internal and external meetings, conference calls, and events
* Support the preparation of presentations, monthly investor letters, and marketing materials
* Prepare briefing materials, agendas, and background documentation for meetings and investor engagements
* Draft and manage correspondence on behalf of the co-founders
* Monitor and prioritise incoming communications, ensuring urgent matters are addressed promptly
* Prepare expense reports and manage receipt tracking and reconciliation
* Organise meeting logistics including room bookings, video conferencing setup and refreshments, and greet and manage guests and visitors in a professional manner
* Anticipate the needs of senior leadership and proactively address issues before they arise
PERSONAL ASSISTANT - FAMILY OFFICE SUPPORT
* Manage Founder’s personal calendar and inbox; coordinate appointments and logistics
* Prioritise and respond to emails, flagging urgent items and drafting replies as required.
* Arrange private travel and related administration: visas, hotels, car hire, and flights
* Provide support for personal administrative tasks in a highly confidential manner
* Handle a variety of personal and household administrative tasks with discretion
GENERAL & OFFICE MAMAGEMENT
* Supporting the Chief of Staff with projects and operational tasks
* Troubleshoot scheduling conflicts and last-minute changes calmly and efficiently.
* Manage the smooth day-to-day running of the Mayfair office, including office supplies, facilities coordination and workplace organisation
* Coordinate company events and team social events
* Manage relationships with key office service providers including IT, facilities, suppliers and building management
* Support the COO and Head of Finance with administrative tasks such as invoice tracking and basic finance coordination
* Support with various HR tasks (including onboarding of new joiners)
* Support the COO with compliance workflows
Key Qualifications
* Bachelor’s degree preferred
* Significant experience in an Executive Assistant, Personal Assistant or senior administrative role
* Excellent written and verbal communication skills
* Exceptional attention to detail
* Flexibility to respond to urgent matters outside normal working hours when required
* Strong organisational and time management abilities, with a proactive approach
* High level of professionalism, discretion, and reliability
* Demonstrated ability to manage multiple competing priorities
* Ability to exercise sound judgement, manage sensitive matters independently and operate with a high degree of discretion
* Comfortable working in a fast-paced environment where priorities can shift quickly
* Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
* Ability to work in the Mayfair office at least four days per week
Desirable Attributes
* Experience supporting senior executives or founders
* Familiarity with family office support or personal assistant roles
* Positive, flexible and solutions-focused attitude
* Understanding of the investment management industry advantageous
What We Offer
* A central role within a growing alternative investment firm
* Close working relationship with senior leadership and exposure to key stakeholders
* A dynamic, high-performance and collaborative working environment
* Competitive compensation (based on experience) with discretionary bonus
* Healthcare and dental benefits