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SalaryOur client is a new Hedge Fund that launched last year and it has the backing of an established, leading global Hedge Fund. They have grown to 12ppl already and there will be more growth ahead. The COO has taken on all the operational and admin duties as a result of things moving so quickly but they have recognised it is time to invest in an EA & Office Manager so the COO can focus on business projects, long term strategy and trading. The team are all super bright and very good at what they do, whilst also down to earth and low key with low egos. It is an all-encompassing office manager and EA role and as the only admin in the company, all big and small tasks in that remit will fall to you. Duties will include but not be limited to:
Executive Assistant:
Diary management with strong attention to detail: scheduling meetings (occasionally across multiple time zones, adding all relevant correspondence, notes, and context to appointments with a focus on the CIO & COO) Organising travel itineraries; flights, transfers, cars, accommodation etc for the team - domestic and international for CIO and COO, occasionally for wider team 5-10x per year Fielding phone calls, acting as a gatekeeper, meeting and greeting guests and handling all enquires Organising company events and social team-building activities Assisting COO in implementing and monitoring office systems Processing team expenses Conducting research as directed Management of contacts / mailing lists
Office Management:
Assist with sourcing a new office and then subsequent office move Participate in creating a knowingly safe working environment - ensure compliance with relevant regulations and laws Ensure repairs/maintenance are arranged as required (the office is serviced) Point person for suppliers Ordering office supplies and keeping the kitchen/office fully stocked Sourcing new furniture/coffee machine Ensuring meeting rooms are kept clean and tidy and stocked with water/refreshments Ordering IT equipment when needed, in coordination with internal IT. Build and maintain databases to track key vendor/contract/research terms.
Other:
Having an understanding/awareness of policies and processes around culture & people and assisting to develop and nurture company culture Paying and processing monthly invoices Coordinating internal hiring processes and scheduling interviews Onboarding of new staff Assisting COO with HR admin. Ultimately take over HR / Benefits. Private PA duties for COO (e.g. paying bills, booking personal appointments/dinners, sourcing gifts/items etc, ad hoc research) They are based in serviced offices in the heart of Mayfair and they want someone who can work 4 days per week in the office and 1 from home. The ideal candidate will have solid EA & OM experience in finance, be used to supporting senior level directors or at C-Suite level, and have exposure to working in a small or start up/scaling business. Whilst lovely, the COO admits he has an OCD streak so someone who has a keen eye for detail and is very organised and ordered is key. They are so time poor this person will need to be able to read the room, pre-empt and be super proactive.
Please note, due to the high volume of applications we receive to every job we post, we are only able to respond to successful applicants.
