What are the responsibilities and job description for the Hudson Gate Partners | Executive Assistant Office Manager-Hedge Fund position at Hudson Gate Partners?
Our client a top L / S Hedge Fund is looking for an EA Office Manager
Full-service Office Manager and Administrator, reports directly to the CFO / COO and is responsible for all aspects of running the office and assisting the team. We are a driven, focused, highly collaborative and team-oriented Firm that strives for best-in-class business practices across the Firm. The Office Manager should be highly service oriented with a focus on ensuring all business processes are tightly controlled and very organized. This hands on and detail-oriented person will be the go-to person for the team
Responsibilities :
Negotiate with vendors, ensure best-in-class service and pricing, timely annual renewals and competitive service
Maintain detailed calendar of company meetings, reconcile to sell side meeting lists, upload to annual broker vote
Manage proxy voting, soliciting votes and casting votes, maintaining records
Manage compliance system, including personal trading and holdings review, annual compliance affirmations for firm
Coordinate document requests and material gathering for annual compliance review
Manage all building maintenance requests, coordinate and liaise with building management and engineers
Manage new employee onboarding and terminations, coordinating with HR and IT service providers
Order supplies for office, including stationery, food & drinks, daily lunch, office supplies, tech supplies, maintain inventories of supplies
Manage accounts payable, reconcile credit card bills, maintain payables report, ensure all payables are paid timely
Liaise with other offices, ensure rental paid, supplies ordered and IT working properly
Coordinate with travel agents to book and modify travel arrangements for team, ensuring compliance with T&E policy
Prepare T&E reports, ensuring compliance with Encompass T&E policy
Set-up and coordinate meetings, manage conference rooms
Develop and maintain policies and procedures for all aspects of the role
Serve visitors by greeting, welcoming, directing and announcing them appropriately
Answering, screening and forwarding any incoming phone calls while providing basic information when needed
Receiving and sorting daily mail / deliveries / couriers
Assist Portfolio Manager when necessary (including personal matters such as, insurance submissions / family travel arrangements)
Qualifications / Experience Required :
Undergraduate degree with 5 years of experience, preferably in financial services
Team player, able to collaborate and coordinate with other team members
Highly organized with good writing skills. Excel, Word, PowerPoint, etc.
Service oriented and confident, able to manage multiple tasks simultaneously
Good at projecting and protecting the Firm image
Able to monitor and manage high priority situations and emergencies outside of office hours, including nights and weekends where necessary
MUST HAVE HEDGE, PRIVATE EQUITY, INVSESTMENT BANKING OR VC EXPERIENCE
Up to 130K base, all in 175K-200K, plus benefits, 401K
