Office Manager
* Oversee the maintenance and organisation of the office space, including supplies, furniture, equipment, and general office environment. Address any facility-related issues promptly to ensure a safe and comfortable working environment. Coordinate and oversee office moves or construction.
* Facilitate effective communication within the organisation and with external stakeholders. Ensure clear and timely dissemination of information, announcements, and memos. Work with the Human Resources team to update office policies, onboard new hires, and track holiday time.
* Manage the reception area to welcome visitors. Have workspaces ready for any visitor (both internal and external) at all levels. Provide a visitor guide, ensure security/entry badges are ready and available. Know when executives and/or clients or employees will be onsite and prepare workspaces accordingly. Anticipate and support the needs of the leadership team when visiting the London office.
* Collaborate with the finance department to oversee the office budget, track expenses, and identify cost-saving opportunities. Manage purchase orders.
* Build and maintain positive relationships with vendors, suppliers, and service providers. Negotiate contracts and ensure the timely delivery of services, maintenance, repairs, and supplies.
* Organise and coordinate company events, on-sites, exec meetings. Ensure all logistical aspects are handled: such as catering, workspace readiness.
* Ensure the office is compliant with health and safety regulations. Implement necessary protocols and maintain relevant documentation.
* Receive, sort, distribute and file mail appropriately. Establish and maintain efficient record management systems. Oversee the organisation and confidentiality of documents. Answer direct phone calls and manage the office calendar. Coordinate and receive deliveries.
Executive Assistance
* Provide hands-on, highly efficient administrative support to senior executives.
* Calendar management and meeting support:
* Schedule and coordinate meetings.
* Drive scheduling to maximise a busy leader's time with a high sense of urgency.
* Schedule and coordinate client and vendor meetings.
* Schedule, coordinate and execute offsite meetings.
* Manage confidential projects, initiatives and client information.
* Travel Management
o Coordinate complex business travel and associated itinerary.
* Expense Management
o Manage and complete expenses on-time and in line with company policy.
Basic Qualifications for Consideration:
* Minimum of 8-10 years providing direct administrative and executive support.
* Proven experience and strong working knowledge of travel systems, travel planning, calendar management, event management.
* Extremely well-organised, meticulous, discreet and professional.
* Demonstrated process improvement experience and a mindset of continuous improvement.
* Willing to do what it takes to turn around deliverables in a tight window when needed; self-motivated to execute.
* Strong analytical and communication skills, resourcefulness and attention to detail.
* Ability to deal with ambiguity, tight deadlines, multiple priorities, and demanding environments.
* Proficient user of Microsoft Office with strong experience in advanced features of MS Word and Excel.
Preferred Skills, Experience, and Education:
* Educated to degree level preferred.
About InvestCloud:
InvestCloud is the global technology leader in digital transformations for the financial services industry, supporting over $6 trillion of assets with over 550 direct clients, from wealth managers, institutional investors and asset managers to family offices, asset services companies, financial platforms, and banks. InvestCloud specialises in digital platforms that enable the development of financial solutions, pre-integrated into the cloud. The company offers on-demand client experiences and intuitive operations solutions using an ever-expanding suite of modular products, resulting in best-in-class experiences for the financial services industry. Headquartered in Los Angeles, InvestCloud has over 20 global offices including New York, London, Geneva, Singapore, Tokyo, and Sydney. InvestCloud is backed by Motive Partners (together with its affiliates) and Clearlake Capital Group, L.P. (together with its affiliates). For more information, visit InvestCloud.com.
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