EA & Office Manager at boutique Mayfair investment firm – Hybrid working – 1 year Maternity contract

Found in: Talent UK 2A C2 - 2 weeks ago


Central London, United Kingdom Lavender Jones Recruitment Full time

This charming boutique 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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