Executive Assistant

ROLE SUMMARY

The Executive Assistant (EA) will provide high-level administrative and logistical support to the Legal & Compliance (L&C) team, ensuring seamless day-to-day operations. This role requires exceptional organizational skills, attention to detail, and the ability to work efficiently in a fast-paced environment.

In addition to supporting the L&C team, the EA will work closely with the Senior EA, ensuring effective coordination, streamlined communication, and the successful execution of key initiatives. Responsibilities include managing complex schedules, organizing meetings, handling correspondence, and overseeing administrative processes that contribute to the team's overall efficiency.

Please note:
Location: Office-based, with after-hours virtual support as needed
Working hours: Monday – Friday | 10:00–19:00 or 11:00–20:00 SAT

QUALIFICATIONS

• Minimum: B-Degree or Diploma in Business Administration, Management, or a related field is preferred.
• Advantageous: Certified Administrative Professional (CAP) / Project Management certification (e.g., PMP or Prince2).

EXPERIENCE

• Minimum of 5 years' work experience as an Executive Assistant or in a similar administrative or executive support role, preferably in a fast-paced, dynamic, or entrepreneurial environment.
• Experience supporting senior leadership or managing multiple high-priority tasks and projects simultaneously is highly advantageous.
• Experience within private equity is highly advantageous.
• Experience with managing complex schedules, including coordinating meetings, travel arrangements, and events.
• Proven experience working across multiple time zones to manage out-of-hours support for senior team members is a key requirement.
• Experience in an investment firm or financial services environment would be beneficial.
• Experience with handling confidential information and working with senior executives, always maintaining discretion and professionalism.
• Experience with project management tools (e.g., Asana, Trello, or similar) and supporting various business functions is an advantage.
• Experience in managing travel logistics (flights, accommodations, visa applications) and working with travel agencies to ensure seamless business travel.
• Experience in systems such as Salesforce and Egnyte to maintain accurate client contact records and ensure up-to-date information.

SKILLS & KNOWLEDGE

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and virtual meeting platforms (Zoom, Teams, etc.).
• Strong organizational skills, with the ability to manage multiple tasks and deadlines simultaneously while ensuring priorities are met in a fast-paced environment.
• Exceptional communication skills, both written and verbal, with the ability to effectively liaise with stakeholders at all levels and build relationships with senior leadership, colleagues, and external partners.
• Proven ability to anticipate needs and proactively find solutions, making sound decisions in high-pressure situations with minimal supervision.
• Excellent attention to detail, ensuring accuracy in all aspects of administrative work, from scheduling and event coordination to document preparation.
• High level of integrity and discretion, with a demonstrated ability to handle sensitive information professionally and maintain confidentiality.

RESPONSIBILITIES

Administrative Support

• Manage the schedules, appointments, and calendar coordination for senior executives and the legal & compliance Pyramid Heads.
• Maintain rigorous document filing systems for high volumes of legal and compliance documents, ensuring the team adheres to strict record-keeping practices.
• Assist with expenses and law firm invoicing, maintaining a central tracker of all law firm invoices coming through the Legal & Compliance team and coordinating payments with Finance.
• Apply e-signatures and coordinate notarisation processes.
• Assist in scheduling client calls, expert calls, and internal team catch-ups, ensuring all relevant paperwork and preparations are complete.
• Coordinate the logistics for meetings, including arranging room bookings, setting up video calls, and ensuring necessary materials and equipment are available.
• Organize travel arrangements for executives, including flight reservations, accommodations, transfers, and visa applications, adhering to company travel guidelines.
• Assist with preparing and submitting travel expenses and other authorized reimbursements.
• Provide out-of-hours support to team members who are traveling across different time zones.
• Committee meeting-related administration, ensuring all documentation is up-to-date and available for meetings.
• Assist with managing the Legal & Compliance portfolio forum contact list and email chain, organizing the Legal & Compliance portfolio in-person and virtual forums.
• Arrange couriers for hard copy documents when necessary, ensuring timely and secure delivery.
• General document filing within the Legal & Compliance department, managing a high volume of documents and maintaining consistency in record-keeping.
• Update internal trackers, keeping all records accurate and up-to-date to track the department's activities effectively.
• Assist with expenses, ensuring proper documentation is submitted and processed for reimbursement.
  

Operational Support

• Work closely with the legal & compliance team to maintain accurate client contact records and ensure that systems such as Salesforce and Egnyte are up to date.
• Assist in the planning and execution of team events, client webinars, and in-person business meetings, including sourcing and booking venues and restaurants.
• Offer administrative support for ad-hoc projects, special initiatives, and tasks as required by the legal & compliance team.
• Provide assistance in sourcing and booking external vendors for events or business-related needs.
• Collaborate with other EAs to ensure smooth coordination of travel, meeting logistics, and overall team efficiency.

Project Coordination

• Take part in ongoing administrative projects, helping with updates, reporting, and coordination of systems and procedures.
• Coordinate with team members and external vendors to ensure timely completion of tasks and follow up on outstanding responsibilities.
• Manage multiple competing priorities with precision, ensuring deadlines are met, and priorities are effectively balanced.

Communication & Stakeholder Management

• Serve as the point of contact for executives, clients, and internal teams, maintaining effective communication and ensuring all parties are informed of meeting schedules, travel plans, and important deadlines.
• Build and maintain positive relationships with clients, partners, and other stakeholders to ensure smooth interactions and support of executive leadership.
• Draft and edit emails, reports, and other communications, ensuring professionalism and clarity in all written correspondence.

Team Collaboration & Support

• Provide collaborative support to other members of the EA team, stepping in as necessary to assist with workload distribution and coverage.
• Coordinate with senior leadership, internal teams, and external partners to support all executive functions, ensuring seamless operations.
• Participate in regular team meetings, contributing to improving efficiency and ensuring team objectives are met

COMPETENCIES

• Examining Information: Analyses and processes information; asks probing questions; strives to find solutions to problems.
• Documenting Facts: Writes fluently when documenting facts; understands arguments logically; focuses on finding facts.
• Establishing Rapport: Builds rapport and puts people at ease; is engaging and welcomes people; finds it easy to make friends.
• Making Decisions: Is determined and decides on actions; willingly assumes responsibility; is definitive and stands by own decisions.
• Directing People: Is comfortable leading people; coordinates and directs groups; seeks to control things.
• Showing Composure: Stays calm and relaxed during events; is not worried and tolerates stress levels; is composed in dealing with pressure.
• Inviting Feedback: Is receptive to feedback and acknowledges criticism; open to critique and critical thinking; gathers feedback from others.
• Meeting Timescales: Is target focused and meets deadlines; is punctual and keeps to schedule; is reliable in finishing tasks.
• Checking Things: Is meticulous in finding errors; ensures accuracy by being thorough and checking details; produces high quality work by being detailed.
• Producing Output: Is focused on activity and works quickly; keeps busy and maintains productivity; is comfortable multi-tasking to produce output.