Executive Assistant

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ABOUT US:

As a world leading provider of integrated solutions for the alternative investment industry, Alter Domus is proud to be home to 90% of the top 30 asset managers in the private markets, and more than 6,000 professionals across 24 jurisdictions.

With a deep understanding of what it takes to succeed in alternatives, we believe in being different - in what we do, in how we work and most importantly in how we enable and develop our people. Invest yourself in the alternative, and join an organization where you progress on merit, where you can speak openly with whoever you are speaking to, and where you will be supported along whichever path you choose to take.

Find out more about life at Alter Domus at careers.alterdomus.com

JOB DESCRIPTION:

As an Executive Assistant, your role is pivotal in ensuring the seamless operation of our Senior Leadership Team with their day-to-day responsibilities.

Calendar Management: Efficiently organise and manage our Chief Risk and Compliance Officer’s and Chief Transformation Officer’s schedule, ensuring optimal use of time and prioritising meetings, appointments, and commitments.

Meeting Coordination: Plan, schedule, and coordinate internal and external meetings, including logistics, agenda preparation, and post-meeting follow-ups. Attend meetings when necessary, take notes and disseminate relevant information.

Communication Liaison: Act as a central point of contact between your director and internal/external stakeholders. Screen and manage incoming communications, responding on behalf of your director when appropriate, ensuring timely and accurate information flow.

Document Preparation: Prepare reports, presentations, and correspondence on behalf of your director. This includes researching and compiling data, creating visually appealing materials and maintaining a high level of accuracy and confidentiality.

Project Support: Assist in coordinating and managing various projects led by your director. This involves collaborating with cross-functional teams, monitoring project timelines, and providing regular updates to ensure successful completion.

Travel Arrangements: Arrange complex travel itineraries, including flights, accommodation and transport, ensuring your director’s travel plans align with business priorities. Arrange visas and other travel documents (including vaccines etc.).

Expense Management: Manage expense reporting, tracking and reimbursement process, maintaining accurate records and ensuring compliance with company policies.

Invoice management: creation of Purchase Requisitions, act as point of contact between suppliers and finance team to ensure invoices are paid on time.

Confidentiality and Discretion: Manage sensitive and confidential information with the utmost discretion, demonstrating a high level of professionalism and integrity in all interactions.

Office Organisation: Maintain an organised and efficient office environment, managing filing systems, supplies, and other administrative tasks to enhance overall productivity.

Ad-hoc Support: Provide additional support as needed, adapting to evolving priorities and challenges, and demonstrating flexibility in managing various tasks.

Work with directors and/or assistants across the company to ensure visitors feel welcome (meeting room bookings, taxi reservations, access cards etc…).

Organise team events: townhall meetings for the global team, local team reservations etc.

Time management: Ensure timesheets are completed on time and approve holiday requests

Help preparing onboarding for new team members and new Directors (includes booking introduction meetings in their first week).

Ensure key stakeholders in the team of aware of any IT updates.

Manage the signature of documents for your director.

Your profile:

- Proven success as an Executive Assistant supporting C-Suite leaders in a global organisation.

Successful candidates for this role typically possess excellent organisational and time-management skills.

Advanced proficiency in office software.

Exceptional communication ability.

A proactive approach to problem-solving.

The ability to work independently under pressure and maintain confidentiality.

WHAT WE OFFER:

We are committed to supporting your development, advancing your career, and providing benefits that matter to you.

Our industry-leading Alter Domus Academy offers six learning zones for every stage of your career, with resources tailored to your ambitions and resources from LinkedIn Learning.

Our global benefits also include:

- Support for professional accreditations such as ACCA and study leave
- Flexible arrangements, generous holidays, plus an additional day off for your birthday
- Continuous mentoring along your career progression
- Active sports, events and social committees across our offices
- 24/7 support available from our Employee Assistance Program
- The opportunity to invest in our growth and success through our Employee Share Plan

Equity in every sense of the word:

We are in the business of equity, in every sense of the word. For us, this means taking action to ensure every colleague has equal opportunity, valuing every voice and experience across our organisation, maintaining an inclusive culture where you can bring your whole self to work, and making Alter Domus a workplace where everyone feels they belong.

We celebrate our differences, and understand that our success relies on diverse perspectives and experiences, working towards shared goals and a common purpose. We take pride in creating a workplace where all our people are empowered to be truly invested in the alternative and bring their whole selves to work.

We are committed to ensuring a welcoming recruiting and onboarding process for everyone. Please contact our hiring team if you require any accommodations to make our recruitment process more accessible for you.

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