Key Responsibilities:
- Office Management:
- Supervise and manage the overall functioning of office space, including the maintenance of office equipment and supplies.
- Coordinate facilities management (e.g., office maintenance, IT support).
- Oversee office cleanliness, organization, and safety protocols.
- Team Leadership:
- Lead a team of administrative assistants, ensuring effective support for the daily operational needs.
- Provide guidance, training, and mentorship to junior administrative staff.
- Vendor and Supplier Management:
- Liaise with vendors, suppliers, and service providers, negotiating contracts and ensuring timely delivery of services and goods.
- Maintain and update vendor contracts and ensure compliance with agreed terms.
- Event Coordination:
- Plan and coordinate company events, meetings, conferences, and corporate functions (both virtual and in-person).
- Manage logistics and communication for internal and external events.
- Document and Record Management:
- Ensure proper handling, filing, and archiving of business-related documents, including client contracts, reports, and internal communications.
- Maintain confidentiality and comply with company policies and legal requirements for document retention.
- Support to Operations and HR Teams:
- Provide general administrative support to the Operations, HR, and Finance teams as needed.
- Assist in onboarding of new employees, including setting up office workstations, IT equipment, and necessary documentation.
- Regulatory Compliance & Reporting:
- Assist in maintaining office practices in compliance with mutual fund regulations and corporate policies.
- Ensure smooth audit processes by maintaining accurate office records and supporting necessary documentation for compliance audits.
- Budget and Expense Management:
- Track and manage the administrative budget, ensuring effective cost control.
- Monitor expenses related to office supplies, travel, and event organization.
- General Administrative Support:
- Handle incoming calls, emails, and visitor inquiries in a professional and timely manner.
- Support senior management in organizing schedules, meetings, and other ad-hoc administrative tasks.
Skills & Qualifications:
- Bachelor's degree in Business Administration, Management, or a related field.
- Experience in an administrative leadership role, preferably within the financial services industry.
- Strong organizational and multitasking abilities.
- Proven leadership and team management experience.
- In-depth knowledge of office management procedures, administrative systems, and best practices.
- Excellent communication skills (both verbal and written).
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
- Strong problem-solving skills and ability to handle multiple tasks under tight deadlines.
