Operations Administrative Assistant

Overview

• Coordinate investor meetings, prepare materials, and maintain CRM systems to ensure seamless operations.
• Handle domestic and international travel arrangements, including itineraries, visas, and expense reporting.
• Support compliance tasks such as document retention, KYC/AML collection, and audit preparation.
• Maintain office operations, including supplies, vendor coordination, and digital filing systems.
• Collaborate with other administrative staff to ensure smooth daily operations and event planning.
• Act as the face of the organization during investor meetings, ensuring professionalism and attention to detail.
• Support special projects and initiatives, contributing to the firm's operational excellence.

Key Responsibilities & Duties

• Manage calendars, schedule meetings, and prepare agendas for leadership team members.
• Update and maintain CRM records, generate reports, and assist with investor relations tasks.
• Coordinate travel arrangements, including flights, accommodations, and transportation.
• Prepare and process expense reports and invoices accurately and promptly.
• Assist with compliance-related tasks, ensuring adherence to regulatory requirements.
• Support office operations, including inventory management and vendor communications.
• Collaborate on event planning and execution, including investor and board meetings.

Job Requirements

• Bachelor of Science (BS) degree required, preferably in a related field.
• Minimum of 5 years of administrative experience, with 10 years preferred.
• Proficiency in CRM systems, Microsoft Outlook, PowerPoint, and Excel.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks effectively and maintain professional discretion.
• Experience in finance or related industry is highly desirable.
• Willingness to work on-site Monday through Friday, 9 AM to 5 PM.