What are the responsibilities and job description for the Assistant Office Operations Manager position at EIMS?
Job Description
Company Description:
Dynamic, growing company with Swiss roots and a rich history spanning more than 35 years. European Investment Management Services [EIMS] specializes in providing financial and business management services to ultra high net worth individuals and companies with an international footprint.
Position Objective:
The Administrator will primarily handle various duties for client accounts. The Administrator will follow procedures for standard tasks and projects such as wholesale customer service,calendaring recurring duties to cover the first year and future years, and completing legal forms. The Administrator will also interface directly with clients and their advisers to carry out various requests. In her/his role, the Administrator will ensure that all client requests are responded to the same day or within 24 hours and are also completed within 24 hours (if feasible) or otherwise in a timely and efficient manner. Additionally, the Administrator will assist with administrative tasks related to HR, IT and operational matters as needed. The ideal candidate will be a perfectionist who takes pride in providing the impeccable service that the company commits to provide to all clients. The candidate should enjoy being part of a fast-paced, productive environment and collaborating with all members of our team to continue propelling our company forward.
Location:
On-site in Los Angeles, 90049.
Schedule:
Full-time, Monday to Friday, 9am to 6pm. In office; no remote work
Primary Responsibilities:
Open bank accounts.
Calendar ongoing administrative tasks.
Ensure that deadlines for all tasks are met well in advance.
Update various forms and sheets related to administrative tasks.
Draft and review letters, agreements and emails.
Review and summarize existing service agreements.
For internal use, create detailed descriptions of work performed for clients considering the services outlined in their service agreements.
Draft communications to clients in light of the clients’ service agreements and work performed.
Monitor procedures for administrative tasks and projects, such as the procedure for a distribution from a client account.
Create structure charts, proposals and client presentations.
Interface with clients and carry out various requests.
Coordinate with accountants and other third-party advisers for tax return preparation and other essential tasks for an account.
Coordinate internally with legal, accounting and investment specialists regarding client matters.
Coordinate signatures for official client documents and ensure consistency among documents that are related to each other.
Secondary Responsibilities:
Draft internal memos, charts, and instructions for various tasks and procedures.
Coordinate apostille and/or notary services for entity documents.
Handle special projects as needed.
Assist with billing-related matters.
Supervisors:
Primary: Operations Manager and COO
Secondary: Other members of Executive Team and General Counsel.
Qualifications:
Experience: 15 years in a private setting.
Required Skills:
Dynamic, growing company with Swiss roots and a rich history spanning more than 35 years. European Investment Management Services [EIMS] specializes in providing financial and business management services to ultra-high net worth individuals and companies with an international footprint.
Dynamic, growing company with Swiss roots and a rich history spanning more than 35 years. European Investment Management Services [EIMS] specializes in providing financial and business management services to ultra-high net worth individuals and companies with an international footprint.
Company Description:
Dynamic, growing company with Swiss roots and a rich history spanning more than 35 years. European Investment Management Services [EIMS] specializes in providing financial and business management services to ultra high net worth individuals and companies with an international footprint.
Position Objective:
The Administrator will primarily handle various duties for client accounts. The Administrator will follow procedures for standard tasks and projects such as wholesale customer service,calendaring recurring duties to cover the first year and future years, and completing legal forms. The Administrator will also interface directly with clients and their advisers to carry out various requests. In her/his role, the Administrator will ensure that all client requests are responded to the same day or within 24 hours and are also completed within 24 hours (if feasible) or otherwise in a timely and efficient manner. Additionally, the Administrator will assist with administrative tasks related to HR, IT and operational matters as needed. The ideal candidate will be a perfectionist who takes pride in providing the impeccable service that the company commits to provide to all clients. The candidate should enjoy being part of a fast-paced, productive environment and collaborating with all members of our team to continue propelling our company forward.
Location:
On-site in Los Angeles, 90049.
Schedule:
Full-time, Monday to Friday, 9am to 6pm. In office; no remote work
Primary Responsibilities:
Open bank accounts.
Calendar ongoing administrative tasks.
Ensure that deadlines for all tasks are met well in advance.
Update various forms and sheets related to administrative tasks.
Draft and review letters, agreements and emails.
Review and summarize existing service agreements.
For internal use, create detailed descriptions of work performed for clients considering the services outlined in their service agreements.
Draft communications to clients in light of the clients’ service agreements and work performed.
Monitor procedures for administrative tasks and projects, such as the procedure for a distribution from a client account.
Create structure charts, proposals and client presentations.
Interface with clients and carry out various requests.
Coordinate with accountants and other third-party advisers for tax return preparation and other essential tasks for an account.
Coordinate internally with legal, accounting and investment specialists regarding client matters.
Coordinate signatures for official client documents and ensure consistency among documents that are related to each other.
Secondary Responsibilities:
Draft internal memos, charts, and instructions for various tasks and procedures.
Coordinate apostille and/or notary services for entity documents.
Handle special projects as needed.
Assist with billing-related matters.
Supervisors:
Primary: Operations Manager and COO
Secondary: Other members of Executive Team and General Counsel.
Qualifications:
Experience: 15 years in a private setting.
Required Skills:
- Proficient business writing, type 65 - 70 wpm
- Excellent grammar and proofreading abilities.
- Proficient in Microsoft Office (Dynamics 365, Outlook, Word, Excel, PowerPoint, etc.), and Adobe Acrobat.
- Superb attention to detail.
- Ability to think critically and reason with respect to business, financial and organizational matters.
- Good communication and interpersonal skills.
- Independent worker.
- Ability to work in a fast-paced environment and prioritize.
Dynamic, growing company with Swiss roots and a rich history spanning more than 35 years. European Investment Management Services [EIMS] specializes in providing financial and business management services to ultra-high net worth individuals and companies with an international footprint.
Dynamic, growing company with Swiss roots and a rich history spanning more than 35 years. European Investment Management Services [EIMS] specializes in providing financial and business management services to ultra-high net worth individuals and companies with an international footprint.