Executive Assistant

Job Description

About Citco:

Citco is a global leader in fund services, corporate governance and related asset services with staff across 80 offices worldwide. With more than $1.8 trillion in assets under administration (AuA), we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

For more information about Citco, please visit www.citco.com

About the Team & Business Line:

We’re a family-owned business, not a faceless corporation. This personal approach informs every aspect of our customer service, where we develop long-lasting relationships with our clients. But we don’t stop there: we also build these same bonds among our own teams, too. Here, we’ve created a community where colleagues support one another and different departments help others succeed. And here, we’ve cultivated a culture where employees care about our company values and live them in their work. At Citco, this people-centric philosophy is the core of who we are—and it shines through in everything we do, every day.

Responsibilities for Candidates

Your Role:

Executive Assistant Duties:

• Calendar Management:

Proactively manage the MD's schedule, including scheduling meetings, prioritizing requests,

• Travel Coordination:

Arrange complex travel bookings, including flights, hotels, and visa requirements.

• Meeting Management:

Plan and coordinate meetings for the MD, leadership teams, and board committees, including booking rooms, preparing agendas, and circulating relevant papers.

• Communication & Correspondence:

Manage all incoming and outgoing correspondence, filter emails, and highlight critical communications requiring the MD's attention.

• Document Preparation:

Draft, edit, and format reports, presentations, and other documents on behalf of the MD.

• Stakeholder Liaison:

Act as a point of contact for internal and external stakeholders, ensuring effective communication and representing the MD when necessary.

• Information Management:

Maintain confidential information with discretion and manage contact databases.

• Special Projects / Event Coordination:

Provide support for special projects as required, or assisting with administrative tasks related to strategic initiatives.

Key Skills & Qualities

• Organizational Skills:

The ability to organize and prioritize tasks efficiently is crucial in a fast-paced environment.

• Communication Skills:

Excellent written and verbal communication skills are needed to liaise with stakeholders and draft professional correspondence.

• Discretion and Confidentiality:

The role involves handling sensitive information, requiring absolute discretion and trustworthiness.

• Attention to Detail:

Meticulous attention to detail is necessary for managing complex schedules and preparing error-free documents.

• Problem-Solving:

The ability to anticipate needs and solve problems independently is highly valued.

• Proficiency with Office Software:

Competency in using standard office software (e.g., Microsoft Outlook, Teams, Powerpoint) for calendar management and document creation.

Office Management Duties

• Office Operations: Oversee the day-to-day running of the office, ensuring a professional and efficient working environment.
• Suppliers & Vendors: Manage relationships with suppliers and service providers, including procurement of office supplies and equipment.
• Facilities Management: Ensure office facilities are well maintained and meet staff requirements.
• Process Improvement: Develop and implement office policies, systems, and procedures to streamline operations.
• Event Support: Coordinate company events, team activities, and meetings as required.

Qualifications for Candidates

About You:

• Well-presented with a professional manner and 1-2 years' experience in a similar corporate front of house role.
• Polite, friendly and approachable with excellent communication and interpersonal skills.
• Strong administration and organizational skills with a can-do attitude to work.
• Consider yourself to be a confident self-starter who is happy to work in a fast-moving, entrepreneurial environment, and take responsibility for getting things done.

Our Benefits

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.