Hedge Fund: Team Assistant to Marketing Team + Office Manager Backup recruitment
The ideal candidate must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and roles. The ability to interact with colleagues in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is crucial to this role. A confident manner and strong interpersonal skills are important given frequent client contact both over the telephone and in person.
1. Marketing Team Schedule Management:
Coordinate team schedules - set up all investor prospects meetings/calls.
Roadshow coordination - all travel booking, scheduling meetings, printing presentations/letters, organising couriers, currency etc. Given the dynamic nature of the schedules it will be critical to demonstrate very close attention to detail as well as remain flexible and able to react to changes at short notice as required.
2. Managing Investor Communications
This will require sending out weekly fund data, checking the incoming “Investor Relations” email inbox, replying appropriately as required. Managing and updating investor contact lists and ensuring there is a seamless record-keeping post meetings. Where there is a flag requiring an update call you will be required to remind the team as appropriate. Updating the Centaurus proprietary investor contact/interactions database as well as certain 3rd party databases (Moatspace). A reasonable degree of numeracy and knowledge of Excel is critical.
3. Ad Hoc Requests
Whilst not exhaustive this will involve tasks such as coordinating incoming client data requests, for example compiling spreadsheets detailing risk report inputs, cross checking final month end PL data etc. Developing relationships with Prime Broking counterparts and selectively with investors will also be valued.
4. Secondary Support
The role will require ad hoc support to the Office Manager in the form of general office administration: including but not limited to: Stationary orders, conference calls, booking travel, couriers, taxis, filing, telephone cover, reception responsibilities and business card updates, ordering and collecting lunches. When the Office Manger is out of the office, additional responsibilities will include:
- Liaising with Building Management on Contactors, Building Issues, Aircon (Facilities)
- Head Fire Evacuations and any Health Safety Issues
- Deal with BUPA, Health Safety and all office contacts and contractors
Preferred traits:
1. Proactive
2. Thorough organization skills
3. Diligent
4. Confident
5. Excellent phone manner
• Excellent calendar management skills, including the coordination of complex executive meetings
• Experience assisting management with the creation of PowerPoint presentations
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Experience scheduling travel arrangements for management
Preferred prior experience: 2-3 years minimum Hedge fund, investment bank or other large asset management/corporate environment in a PA/Team Assistant/Admin role.