AddressThe Executive Assistant / Receptionist at Stellan Capital plays a dual role, serving as a vital administrative and office support to the Leadership team and Portfolio Managers while also maintaining the front desk and ensuring exceptional client experiences
Executive Assistance Responsibilities:
Corporate Events and Logistics:
- Coordinate client events and presentations, including venue booking, catering arrangements, invitation management, and RSVP tracking.
- Organize and coordinate corporate lunches and events as required by the Leadership team and Portfolio Managers, including bi-annual client events and ad hoc fund manager client lunches.
- Manage travel logistics and activities for Portfolio Managers and the Leadership team, including accommodation, transport, and event bookings.
Office Management:
- Oversee office suppliers and contractors (eg Office Plant company, Confidential Waste Bin company, Cleaner), ensuring seamless operations.
- Oversee office supplies (eg paper) and ensure sufficient stock is maintained and replenished proactively.
- Coordinate complex scheduling and calendar management for the Leadership team.
- Provide crucial support for expense management, including processing invoices and reconciling expense reports.
- Lodge all receipts and expenses into accounting software to submit to Executive Leadership and CFO for review and approval
- Liaise with the Accountant/CFO for advice on financial matters related to expenses.
Client Support:
- Assist in scheduling and organizing client meetings during review campaigns.
Receptionist Responsibilities:
Front Desk Management:
- Act as the initial point of contact for clients and visitors, greeting them warmly and professionally.
- Manage the landline phone system, coordinating call transfers and messages effectively.
Office Presentation:
- Ensure all offices and boardrooms are fully presentable and stocked with amenities before and after meetings.
- Facilitate the overall tidiness of the office, including returning dishes to the kitchen promptly.
Client Experience:
- Handle physical mail coming into and out of the office, distributing it to the appropriate recipients.
- Prepare and provide clients and visitors with hot or cold beverages to enhance their experience.
- Ensure kitchen supplies that are the responsibility of Stellan (eg milk) are kept in stock, sourcing replacements as required
Qualifications/Skills/Experience:
- Previous experience in executive assistance, receptionist, or similar roles preferred
- Exceptional interpersonal and communication skills, both verbal and written.
- Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
- Strong organizational skills with the ability to multitask and prioritize effectively.
- High levels of attention to detail.
- Professional demeanour and appearance.
