Operations Assistant

3 weeks ago

New York, United States LevelUP HCS Full time

OPERATIONS ASSISTANT (NEW YORK)


We are looking for a professional and driven experienced Operations Assistant to join our global advisory firm in New York. The role will form part of the firm’s Operations Team working directly in support of the Managing Director of the New York office and the Managing Director of Operations (based in London), on a range of operational functions.


An important element of the role will be working in close collaboration with our existing Executive Assistant (based in London) to assist her in her management of the CEO’s global travel logistics, meeting scheduling and activities in New York.


It is an exciting, varied and demanding role with considerable responsibility in a professional, high level and fast-paced office environment. A great deal of multi-tasking is required, as well as efficient liaison and coordination with the London-based Executive Assistant to ensure the CEO can operate effectively.


Primary responsibilities:

Assistance in relation to the CEOs travel and US-based activities, to support the firm’s Exec Assistant:


➢ This will include ground and international transport logistics (very heavy travel), some calendar management.

➢ A strong ability to proactively reconfirm meetings, arrange flight check-in, cars and book hotels and meeting rooms.

➢ Ensuring the CEO is prepared for all video conference calls, being able to trouble shoot mobile phone device issues or applemac issues;

➢ Provide high-level support for the Managing Director in the New York office and other senior leadership in the US. This will include the scheduling and coordination of regular policy calls and meetings internally as well as client-facing.

➢ Provide daily operational support for the New York team, to include intensive meeting scheduling, email communications and domestic/international travel arrangements.

➢ Office management of the New York office. This will require strong office organization skills, IT troubleshooting, facilities/supplier management. Close liaison with the London office.

➢ Help with planning small client or team events in New York.

➢ Helping onboard new starters and providing assistance with the firm’s HR Director.

➢ Strictly Private & Confidential


The role will report into the Managing Director of Operations (London) and a Managing Director (New York) who will act as a mentor in the New York office and will also require support.


The successful candidate will be someone with experience providing operational experience within a fast-paced office environment. Being adept at managing complex schedules across global time zones, planning frequent international travel and who enjoys working in a busy environment and has had experience of adapting to the changing demands and priorities of a growing professional firm. They will be comfortable communicating with key internal and external stakeholders and clients, have excellent written and spoken English, advanced typing and computer skills and will pay meticulous attention to detail as well as being well versed in handling sensitive and confidential information.


Working outside regular office hours will be required. The role requires an understanding of the nature of a small firm.


Essential skills:

- Fluency in written and spoken English;

- Excellent written and verbal communication skills;

- Skilled typist and proofer;

- Highly competent with all Microsoft Office programmes (PPT & Word especially) and IT literate (including experience on Apple laptops and products which are used);

- Ability to produce a consistently high standard of work under pressure;

- Organizational and time management skills, ability to prioritize and manage work on multiple tasks to tight deadlines and in a professional and authoritative manner;

- Ability to maintain strict confidentiality at all times. Experience and Qualifications

- Higher education level and/or relevant skills qualification preferable;

- Experience working with/for senior executives and handling an ever-changing schedule

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