Operations Administrative Assistant

Position Overview

Our client operates in a fast-paced, results-driven, and customer service-oriented environment that is focused on consistently delivering efficient and high-quality services. The position holder will work directly with various departments under the Operations Division by managing administrative functions: managing internal and external communications, providing stakeholder support, scheduling and coordinating meetings, maintaining documents, overseeing special projects, and performing other operations-related functions.

The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to work independently in a dynamic, remote setting. The position holder will be responsible for daily administrative and accounting tasks, the management of client relationships, responding to correspondence, coordinating schedules, and maintaining the departments’ record management system. The position holder will work closely with the Investor Services Department to create reports and prepare documents in support of the department's goals and functions, handling sensitive information with discretion and maintaining confidentiality.

Duties and Responsibilities

1. Acts as the point of contact among executives, employees, contractors, clients, and other stakeholders.

2. Manages and coordinates all correspondence for the Investor Services Department, including agendas, emails, and calls, in support of client management, operational efficiency, and other company logistics.

3. Formats and distributes information for internal and external communication and action – memos, emails, presentations, and reports.

4. Fosters and sustains connections with clients and partners – maintaining communication to promote engagement and provide support services such as sending feedback and materials.

5. Manages, tracks, and documents all activities and tasks undertaken by the Investor Services Department.

6. Collaborates with various teams to ensure daily activities are accurate, up-to-date, and on schedule.

7. Plans, coordinates, and supports meetings with internal and external stakeholders (team members and clients etc.), including but not limited to scheduling calendars, initiating meetings, minute and note taking,

8. Preparing reports, presentations, and other documents as needed.

9. Manages the lifecycle management of records, ensuring all databases and documents are retained, stored, and updated in real-time, maintaining proper documentation and record naming conventions and access points, in alignment with the Company’s record management systems and procedures.

10. Conducting research as required and preparing summaries or reports based on findings.

11. Assist with making travel and accommodation arrangements.

12. Undertake ad-hoc tasks, special assignments, and projects in support of the Operations Division.

13. Perform other related duties as assigned.

Education and Experience

· Bachelor’s degree in accounting and finance, business management administration, or equivalent.

· At least three (3) years experience as an Executive Assistant or similar role with a strong background in accounting administration, fund administration, and/or financial services.

· Advanced certification in records management and/or Electronic Records Management (ERM) would be considered an asset.

· Proficient in Microsoft 365/Office Suite – Word, Excel, PowerPoint, Outlook, SharePoint; Adobe, and Dropbox.

· Knowledge of financial services products - hedge funds, private equity funds, venture capital funds, real estate funds, cryptocurrency, DeFi, NFTs, and blockchain would be an asset.

Skills and Abilities

· Excellent interpersonal and communication skills – written and verbal.

· Excellent organizational skills and attention to detail with a focus on accuracy and reliability.

· Proven ability to manage confidential information with discretion and demonstrate the highest level of client service.

· Excellent time management skills with a proven ability to seamlessly manage multiple projects simultaneously and meet deadlines.

· Demonstrated proactive approaches to problem-solving, critical thinking, and analytical skills.

· Ability to function under pressure independently and as a collaborative team member.

· Ability to positively influence stakeholder dynamics, serving as an ambassador to the organization.

Job Specifications

· Hybrid working environment.