Executive Assistant
vor 3 Wochen
Position Purpose
The Executive Assistant / Concierge at Stellan Capital plays a dual role, serving as a vital administrative and office support to the Leadership team and Advisors while also maintaining the front desk and ensuring exceptional client experiences.
Accountabilities Executive Assistance Responsibilities: Corporate Events and Logistics:Coordinate client events and presentations, including venue booking, catering arrangements, invitation management, and RSVP tracking.Organise and coordinate corporate lunches and events as required by the Leadership team and Portfolio Managers, including bi-annual client events and ad hoc fund manager client lunches.Manage travel logistics and activities for Portfolio Managers and the Leadership team, including accommodation, transport, and event bookings.Office Management:Oversee office suppliers and contractors (eg Office Plant company, Confidential Waste Bin company, Cleaner), ensuring seamless operations.Oversee office supplies (eg paper, milk) and ensure sufficient stock is maintained and replenished proactively.Responsibility to oversee and order any tech or office equipment required for the office – screens, laptops, desks, chairs etc at the direction of the Executive Leadership team.Provide crucial support for expense management, including processing invoices and reconciling expense reports.Lodge all receipts and expenses into accounting software to submit to Executive Leadership and CFO for review and approval.Liaise with the Accountant/CFO for advice on financial matters related to expenses.Premise move – internal co-ordinator of logistics, project management of relocation and site establishment.Provide support for meeting notes and follow-up action items post project meetings held by members of the Leadership team.Client Support:Coordinate complex scheduling and calendar management for the Leadership team.Assist in scheduling and organising client meetings during review campaigns.Staff onboard and offboard across systems, tech and desk set up.Powerpoint slide setup for client presentation and pitch decks in collaboration with the Advisers and Associates.Concierge Responsibilities: Front Desk Management:Act as the initial point of contact for clients and visitors, greeting them warmly and professionally.Manage the landline phone system, coordinating call transfers and messages effectively.Office Presentation:Ensure all offices and boardrooms are fully presentable and stocked with amenities before and after meetings.Facilitate the overall tidiness of the office, including returning dishes to the kitchen promptly.Client Experience:Handle physical mail coming into and out of the office, distributing it to the appropriate recipients.Prepare and provide clients and visitors with hot or cold beverages to enhance their experience while visiting the firm.Problem Solving & Decision Making What types of decisions are made by this position on a regular basis? Implementation of instruction as directed by the Portfolio Managers, Advisers and Executive Leadership team.Replenishment of supplies for office and kitchen to agreed timeframes and amounts.Ongoing communication to the Portfolio Managers or Advisers with regards to client bookings or event status.What types of decisions are referred to the next level? Any client issue that requires the Portfolio Managers or Advisers involvement.Sign off on spends above an agreed budget for events, travel, expenses etc with the Executive Leadership team.Purchase of adhoc/extra items for the office outside of the standard agreed recurring items for replenishment to the Executive Leadership team.Key Internal and External Contacts Externally: Initial co-ordination point of contact for external suppliers.Initial first point of contact for visitors into the office.Internally: Portfolio Managers, Advisers and Executive Leadership Team.About You Previous experience in executive assistance, receptionist, or similar roles preferred.Exceptional interpersonal and communication skills, both verbal and written.Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).Strong organisational skills with the ability to multitask and prioritise effectively.High levels of attention to detail.Professional demeanour and appearance.
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