About The Company
Our client is one of the world's leading alternative financial investment companies. They identify and pursue investment opportunities globally for some of the world’s most substantial institutional and private investors. The team of professionals operates with a relentless focus on performance, innovation, and precision.
We are seeking a highly proficient, discreet, and exceptionally organized Administrative Assistant to provide dedicated support to the Chief Operating Officer (COO) and provide ancillary support to a senior Investment team. This role is critical to ensuring the seamless operation of executive and investment activities. The ideal candidate will be a proactive problem-solver with impeccable attention to detail, capable of managing a wide range of administrative and executive support-related tasks in a high-pressure, fast-paced environment.
Key Responsibilities:
Executive Support (Primary for COO):
Manage complex and dynamic calendars for the COO, including scheduling internal and external meetings, coordinating across global time zones, and proactively anticipating scheduling conflicts.
Arrange extensive and intricate international travel itineraries, including flights, accommodations, ground transportation, and visas, often with last-minute changes.
Process expense reports accurately and in a timely manner for the COO and designated investment team members.
Act as a primary gatekeeper and liaison for the COO, managing a high volume of internal and external communications with utmost professionalism and discretion.
Prepare and edit correspondence, communications, presentations, and other documents on behalf of the COO.
Investment Team Support:
Provide calendar and travel support for senior members of the investment team as required.
Assist with the preparation and formatting of investment materials, presentations, and reports for internal and external meetings.
Coordinate team meetings, including agenda distribution, catering, and minute-taking where appropriate.
Serve as a central point of contact for the team, facilitating communication and ensuring efficient information flow.
Operational & Administrative Excellence:
Organize and execute high-level internal and external events, including client dinners, team off-sites, and conference calls.
Manage highly confidential and sensitive information with the highest degree of integrity and discretion.
Handle ad-hoc projects, requests, and personal assignments for executives as needed.
Collaborate with other assistants to ensure seamless coverage and support across the office.
Requirements:
A minimum of 8 years of experience as an Executive or Administrative Assistant, preferably within investment banking, private equity, hedge funds, or management consulting.
Proven experience supporting C-level executives (e.g., CEO, COO, CIO) in a fast-paced, professional services environment.
Bachelor's degree or equivalent required.
Skills & Competencies
Expert-level proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Experience with Concur for expenses is highly desirable.
Exceptional verbal and written communication skills. Fluency in English is required; proficiency in [Cantonese/Mandarin] is a strong advantage for APAC roles.
Demonstrated ability to handle confidential information with the highest level of professionalism and integrity.
Superior ability to prioritize multiple tasks seamlessly with excellent attention to detail.
A self-starter who can anticipate needs and take initiative without direct supervision.
Ability to perform under pressure, adapt to rapidly changing priorities, and meet tight deadlines in a demanding environment.
Job Code: VN/64600
For further information, please kindly contact Vien Ng or email your details across tovn@charlottefrank.com
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