Admin Assistant

We are seeking a highly organized and proactive Administrative Assistant to support our Head of Operations and senior management team. In this hybrid role, you will be the welcoming face of our firm, the central point of contact for daily office operations, and a vital support link for our Relationship Managers (RMs).

Key Responsibilities

• Front Office & General Administration

  • Serve as the first point of contact for the office: receive visiting executives and clients, escort them to meeting rooms, and arrange refreshments.

  • Manage incoming and outgoing physical mail, distributing it to the appropriate team members.

  • Digitize physical documents for secure storage in central digital repositories, ensuring proper filing and uploading.

• Executive & Operations Support

  • Manage complex schedules and calendar coordination for senior management.

  • Set up and coordinate internal and external meetings, including logistics for visiting stakeholders.

  • Process and reconcile travel itineraries and team expense reports in compliance with firm policies.

  • Assist the Head of Operations in pulling necessary data for internal audits and ensuring compliance approvals are properly logged.

• Wealth Management & RM Support

  • Help RMs prepare, print, and organize standardized paperwork for account opening and investment mandates.

  • Track and organize Know Your Customer (KYC) and Anti-Money Laundering (AML) documentation (e.g., IDs, proof of address).

  • Follow up on pending client signatures and monitor the dispatch and tracking of approval documents.

  • Act as the administrative liaison between the External Asset Manager (EAM) and partner custodian banks.

• IT & Vendor Coordination

  • Serve as the main point of contact for technology vendors.

  • Liaise with external IT vendors to resolve technical issues faced by employees.

  • Provide basic, first-line troubleshooting for office equipment, meeting room video conferencing, and general user access.