Part time PA/ Operations

28 Apr 2021
05 May 2021
Contract Type

This is a part time PA/ Operations position for a small investment company. The role offers a lot of flexability in terms of working from home and would suit someone with experience working in a family office or similar environment. This is an integral position for the business and could develop into a COO position in the future with the possibility of going full time depending on the person.

Reporting directly to the CEO in London and the Management team, the Executive Assistant provides executive, administrative, and development support to the CEO and the Senior Leadership Team on all aspects of the day-to-day management of the Company. The main activity consists in assisting the CEO in the daily administrative duties and includes a broad variety of administrative tasks for the functioning of IDS Capital UK ltd, its branches and affiliated companies.

This comprises:

??? Finance

Liaise with UK accountants, Tax advisors and auditors for the timely completion of the Company reporting

Liaise with the branch and affiliated companies service providers to answer their queries and the Mother Company needs

Input all accounting element in accounting base and keeping records

Schedule and collect quarterly financial data of current and potential investors;

Process invoices and keeping records

Process expenses and keeping records including the processing of expense reports Project managing including the Budget

??? Compliance

Assists in writing/completing compliance policies (Expert Network, Channel Checking and Research)

Assist in completing and generating yearly compliance documents and Ad hoc requests

Assists with compliance procedures including AML, Research???

Assists in the Drafting of Operations Manual

Filing and maintenance of Compliance folder including scheduling of document processing


??? Client reporting and assistance

Assist clients in case of punctual requests

Assist in preparing client meeting and presentation materials

??? Corporate secretary

Assist in completing and preparing corporate governance meeting and reporting Meetings minute taking and project managing action points

??? Secretary

Drafts reports, letters of solicitations. Act as a point of contact and supervision for the company's correspondence

Coordinates deadlines

Manages databases and filing systems

Arranges and manages all legalisation of documents

Creating and amending documents including presentations

Co-ordinate travel

Occasional supervision of the CEO personal affairs The Executive Assistant /COO may also coordinate communication and oversea special projects

Candidate requirements

Minimum of 5 years as Executive Assistant or similar

??? Legal education or familiarity in working in regulated environments

??? Ease of working in small teams

??? Knowledge of standard software packages (MS Office) and ability to learn company specific applications (Xero accounting, research tools). Familiarity with MS Access is a plus.

??? Curious about tools to improve workflow including crowdsourcing

??? Good oral and written communication skills

??? Familiarity with data driven/heavy working environment

??? Flexibility and adaptability

??? Positive nature with open mind-set personality

??? Knowledge of French is helpful

??? At ease in decentralised set up

Discreet and trustworthy

??? Hard working and success driven

??? Planner and problem solver with excellent attention to details

??? Organisational skills and ability to multitask

??? Independent

??? Confident in handling multiple priorities and deadlines without compromising quality

??? Ability to work with a broad range of persons whether internally or externally

??? Curious and empathetic

??? Desire to learn

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