The main responsibility of the Executive Officer will be to assist the two executive directors with their agenda and oversee various operations within the company.
Main tasks and responsibilities:
1. Manage executive directors’ schedules (travels, meetings, bookings, …)
2. Manage executive directors’ communications (track communications, prepare emails on behalf of, scheduling of meetings, …)
3. Provide administrative support (organize signatures, organize legal and strategic materials and plans, take minutes, review NDAs, …)
4. Coordinate agendas of the teams
5. Supervise or take on all tasks related to office management such as reaching out to suppliers, checking invoices, setting up the conference room system, purchasing supplies, etc.
6. Negotiate with external partners such as banks and service providers
7. Liaise with IT provider
8. Help team members with various IT-related tasks, emails, agenda, accessibility of files, synchronization of documents with backup, retrieval of credentials, installation of software
9. Oversee timely dissemination of investment reporting documents
10. Prepare replies to any queries raised by investors
11. Ensure AML compliance of funds with their local regulations and help local service providers accordingly
12. Liaise with fund administrators and investors to keep AML file accurate and up to date
13. Ensure compliance with regulatory deadlines for the entities of the group (FATCA/CRS reporting in different jurisdictions, regulatory audits, etc.)
14. Prepare periodic reports for management and annual AML & Risk Audit
15. Review and/or draft NDAs, employment contracts, general contracts with suppliers, etc.
16. Communication with banks, fund administrators, advisors (legal, tax, etc.)
17. Account openings, monitoring, administrating
Candidate profile:
1. Higher education expected such as bachelor and/or master’s degree from a reputable university with a proven track record of excellence.
2. Fluency in English and French
3. Experience as Executive Assistant: understanding of the position, of the role, of the positioning vis-à-vis third parties, of behavior
4. Previous experience in an SME: whereas more emphasis is put on having foundation experience in a reputable institution, additional previous experience in an SME would be highly appreciated due to the challenges posed by working in an SME.
5. Entrepreneurial: The candidate should not be afraid of being challenged and to operate outside of their comfort zone. Novelty is day-to-day.
6. Strong analytical skills: Candidates must bring evidence of their ability to gather, organize, and evaluate data and information to solve problems and make informed decisions.
7. Strong interpersonal skills: You would be working in a relatively flat organization composed of few members. Furthermore, you need to be able to synthesize and present financial information both internally and externally in a clear and concise manner.
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