Executive Administrative Assistant/Office Manager
LOCATION:
London
THE COMPANY:
Founded by G. Paul Matthews in 1991, Matthews, believes in the long-term growth of Asia. We concentrate our efforts and investment expertise exclusively within the Asia Pacific region. An independent, privately owned firm, Matthews is the largest dedicated Asia-only investment specialist in the United States. Our investment offerings provide a broad range of strategies for building a global portfolio that includes exposure to Asia- Pacific. Matthews is the investment advisor to Matthews Asia Funds, an open-end U.S. mutual fund family; and the investment advisor and global distributor of Matthews Asia Funds, SICAV, a Luxembourg-based fund group. Through offices in San Francisco and Hong Kong, Matthews distributes products in the United States, Europe, Asia and Latin America.
Additional information on Matthews and our funds can be found at ww.matthewsasia.com and www.micmllc.com.
REPORTING RELATIONSHIPS:
This position will report to the Senior Vice President, Head of European Business Development along with the Senior Vice President of Human Resources in the US.
ROLE AND RESPONSIBILITIES:
This is a newly created position for our new office in London. The location will be based in the City.
We are currently looking for a talented Executive Assistant/Office Manager to support our Head of European Business Development in an efficient, detail-oriented, and proactive manner. The ideal candidate is a seasoned professional who has strong experience supporting executives with global responsibilities in a fast-paced firm. Experience in financial services and especially asset management is a plus. The candidate should be a team player, self-starter, extremely motivated, resourceful, organized, communicative, and able to complete tasks independently. In addition, the ideal candidate should have some experience as an office manager including managing vendor relationships, organizing office operations and procedures, working with IT to maintain office equipment (including phone system and some limited desktop support), procuring office supplies and managing the office budget.
• Provide professional, executive support on all levels and serve as a key resource to the Head of European Business Development as well as others in the firm.
• Proactively manage executive's calendar with minimal direction
• Organize complex domestic/international travel, as well as expense management and processing
• Manage executive's incoming correspondence and prioritize competing requests.
• Draft and coordinate meeting agendas and materials; also responsible for transcribing meeting minutes
• Liaise with other departments in the US on the execution of strategic projects
• Provide executive phone coverage
• Maintain efficient filing and organization of correspondence, reports, research data and meeting materials
• Work with the Client Service and Marketing Depts. in the US on PowerPoint presentations, preparation of presentation materials including printing, coping, and binding.
• Assist with the planning and coordination of conferences and events attended and sponsored by Matthews
• Welcome and greet visiting clients/guests to the London office.
• Assist the executive with collating and issuing appropriate and relevant marketing/sales materials, pre/post meetings and events.
QUALIFICATIONS:
• Minimum 8+ years of administrative experience supporting senior-level executives and 2-3 years of office management experience
• Must have experience working in the financial services/asset management industry
• BA/BS degree, preferred
• Must be a self-starter
• Advanced MS Outlook and strong MS Word, Excel and PowerPoint skills required. Experience working with customer relationship database is a plus
• Strong aptitude and interest in learning
• Exceptional organizational, prioritization and follow-up skills
• Able to anticipate needs and act upon requests independently
• Excellent written and oral communication skills and solid interpersonal skills required
• Professional phone manner
• Ability to multi-task, must be able to work independently with limited supervision
• Strong organizational skills
• Ability to meet aggressive deadlines
• Strong attention to detail
• Ability to consistently follow through and take ownership of responsibilities
• Proactive in asking questions when needed and resourceful in solving problems
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