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

3 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.

Please note due to the high volume of applications we receive for each role we post; we are only able to respond to successful applicants. 

 

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