Senior Office Manager & Executive Assistant - (Proficient setting up CRMs)

This is a great opportunity for someone who seeks an opportunity to join a great company culture that is empowering maturity in the workplace with strong professionalism and thirst for learning.

Company Profile:

Our client was founded by a team of seasoned investment professionals with a collective experience of over 50 years in trading alternative strategies, managing venture funds, and driving high-growth businesses. Headquartered in London, they have a global presence with offices in Miami and Hong Kong. Their commitment to their clients is unwavering, and they prioritize delivering the highest quality investment opportunities. They foster a strong and healthy culture that puts their clients at the forefront of everything they do.

Duties and Responsibilities:

Role Overview: Our client is seeking a highly skilled Senior Virtual Office Manager and Executive Assistant to provide top-tier administrative support to the Managing Director. The ideal candidate will possess exceptional written and spoken English skills and demonstrate a strong proficiency in using a digital toolset. The candidate will work remotely from another country but will need to be available during UK business hours.

Key Responsibilities:

• Diary and Email Management: Efficiently manage and organize the schedules and inboxes of senior executives, ensuring all appointments and communications are handled promptly and professionally—both by phone and email.
• Report Creation: Prepare detailed and comprehensive reports, presentations, and other documents as required by senior management.
• Project Management: Using tools such as Trello/OneNote, Click-up to manage day-to-day tasks and prioritization as well as projects and longer-term goals.
• Regulatory Reporting: Completing and filing key reports for the various companies.
• Book-keeping: Keep the business accounts UpToDate.
• Complex Administration Tasks: Assist with high-level administrative tasks, including contract management, document preparation, and coordination of various projects.
• Deep Research: Conduct thorough research on a wide range of subjects, providing actionable insights and recommendations to support decision-making processes.
• LinkedIn and Networking Follow-up: Maintain and enhance professional relationships by managing LinkedIn accounts, following up on networking opportunities, and coordinating communication with key stakeholders.
• Meeting Coordination: Organize and coordinate internal and external meetings, including preparing agendas, attending virtual meetings to take notes, and ensuring follow-up actions are completed.
• Travel Arrangements: Plan and manage complex travel itineraries, including booking flights, accommodations, and transportation for senior management.
• Confidentiality Management: Handle sensitive information with the utmost confidentiality and discretion, maintaining the highest standards of data security.
• Office Management: Oversee the virtual office environment, ensuring smooth operations and efficiency in all administrative functions.
• CRM System Build & Management: Build a contact management system within a CRM you’re familiar with to manage and streamline contact management, workflows, track progress, and ensure timely completion of tasks and meetings.
• Stakeholder Communication: Act as a liaison between senior management and various internal and external stakeholders, ensuring clear and effective communication.

Must-have Skills / Qualification:

• IT Skills: Digitally native with advanced proficiency in (preferably) Office 365 (Excel, Word, Outlook etc) and a CRM system (e.g. Trello, Clickup, HubSpot etc). Additional proficiency in tools like Canva, Adobe Suite, and other digital tools are an advantage.
• Communication Skills: Exceptional written and spoken English.
• Organizational Skills: Strong ability to manage multiple tasks and priorities in a fast-paced environment.
• Attention to Detail: Meticulous attention to detail and a commitment to producing high-quality work.
• Problem-Solving: Strong analytical and problem-solving skills, with the ability to think critically and make informed decisions.
• Adaptability: Flexibility and adaptability to changing demands and new technologies.

Job Type: Permanent role

Employment Type: Independent Contractor

Schedule: Monday to Friday: 9:00AM to 5:30 PM (UK Time)

Location: Work From Home

Industry: Finance