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Office Manager

4 months ago

London UK, UK, United Kingdom Black Swan Group Full time

Company Overview:

Our client is a prestigious private equity firm located in the heart of Mayfair, London. Renowned for their exceptional performance and commitment to excellence, they manage a diverse portfolio of investments across various sectors globally.

Position Overview:

We are seeking a highly organized and proactive Personal Assistant to provide comprehensive support to senior executives within our private equity firm. The successful candidate will be responsible for managing calendars, coordinating travel arrangements, handling confidential information, and ensuring seamless communication within the team.

Responsibilities:

  1. Manage complex calendars, scheduling meetings, appointments, and conference calls efficiently.
  2. Coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.
  3. Prepare and organize documents, presentations, and reports for meetings and presentations.
  4. Handle incoming correspondence, emails, and phone calls, prioritizing and responding appropriately.
  5. Assist with personal tasks and errands for senior executives, maintaining confidentiality at all times.
  6. Act as a liaison between executives, internal teams, clients, and external stakeholders, ensuring smooth communication and coordination.
  7. Assist with ad-hoc projects and tasks as required, demonstrating flexibility and adaptability.
  8. Manage expenses and reimbursements accurately and in a timely manner.
  9. Maintain confidentiality and discretion in handling sensitive information and documents.
  10. Proactively identify opportunities to streamline processes and improve efficiency within the executive team.

Qualifications:

  1. Bachelor's degree or equivalent experience preferred.
  2. Proven experience as a Personal Assistant or Executive Assistant, preferably within finance, private equity, or a similar industry.
  3. Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
  4. Strong attention to detail and accuracy, with the ability to handle multiple tasks simultaneously.
  5. Exceptional communication and interpersonal skills, both written and verbal.
  6. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  7. Discretion and integrity when handling confidential information.
  8. Ability to work independently with minimal supervision and as part of a team.
  9. Flexibility and adaptability to changing priorities and deadlines.
  10. Professional demeanour and appearance, with a proactive and positive attitude.