This charmingboutique investment management business in the heart for Mayfair requires a top EA to cover a 1 year maternity contract. The team in London is a team of 6 and they currently have a fabulous EA who supports them across business EA duties, office management and some personal PA elements. She absolutely loves the team she supports and it’s a flat structure and relaxed office vibe. The team have all known each other for many years and it’s not a stressful environment, but they do all work to high standards and have high expectations. They can offer hybrid working and historically have paid very generous bonuses, so it really is a great opportunity. The key responsibilities are as follows:
Office Management
* Being the main point of contact for deliveries, phone calls and visitors
* Preparing the meeting rooms and keeping the kitchen and office tidy
* General building management / Liaising with office suppliers
* Supporting the accounting department (i.e.: filing invoices)
* Purchasing stationery, groceries and other office resources
* Health & Safety update – Fire safety and first aid training needed. (Courses can be completed on starting the role)
* Maintaining office plants, notifying getting the cleaner to water whilst on holiday
* Printer outsourced management, maintenance of the printer – cartridges, paper, meter readings of printer etc.
* Maintenance of the water machine with regular filter changes
General EA tasks
* General EA duties assisting the COO, CIO
* Diary management
* Meetings organisation, booking lunches and restaurants
* National and international travel co-ordination including visas
* Gate keeping/time management
* Providing some ad hoc private assistance to one of the Partners (will be supported by the current EA)
* Maintaining the contact database and recording the monthly backup
* Post – scanning, emailing, filing of bank statement and charges
* Maintaining invoices alongside the Finance Manager
* Admin for affiliated company that is also based in their office – inbox management, scheduling calls, meetings, booking external meeting rooms, booking restaurants, registration for conferences, and travel
* Checking the schedule for the week ahead, and the next day, reconfirming calls and meetings
* Management of subscription for journals
* Registration for conferences, with travel and setting up all 1x1 and group meetings
* Business travel receipts and expenses/reimbursement to staff
* Updates to KYC, keeping aware of passport expires/visa renewals
Client
* Updating investor classification and history spreadsheet (Good Excel skills therefore needed)
* Point of contact with external IR team to arrange meetings/calls
* Updating the IR team payment schedule with monthly adjustments – updating the IR spreadsheet
* Distribution of client monthly factsheets
IT Management
* Project managing all things IT alongside COO
* Management of WIX website
* Using Xero to upload expenses and reconciling receipts
They’d like someone who has worked in a small company before and who understands the need for adaptability and a proactive nature. Ideally this person will have 3-5 years EA & OM experience and be committed to staying a full year. The current EA & OM is off on maternity leave in mid-June, so they are looking for someone to start at the beginning of June for a handover. This is a year long contract and they will give a completion bonus of 10% to ensure someone stays with them until the current EA is back. On top of this they also offer very generous discretionary bonuses which this hire will be eligible for.
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