Stanford, California
Your team
Pictet Asset Management (PAM) manages the assets of some of the world’s largest institutions, financial intermediaries and their clients. Our culture welcomes independent thinkers and centres around investment excellence, a long-term perspective and a dedication to client service.
PAM are looking to recruit an Office Manager based in New York on a permanent basis.
You will work alongside the New York based sales teams (12 individuals) providing full secretarial and administrative support to the CEO of PAM USA and sales teams. You will also coordinate and monitor office operations to ensure the smooth running of the office on a day-to-day basis.
Your role
• Extensive diary management & meeting organisation for the CEO of PAM USA including:
• General diary management
• Taking minutes as required
• Accurate preparation of expense reports
• Correspondence & presentation preparation including printing and binding documents when needed
• Data organisation and management including some spreadsheet work
• Maintenance of online sickness and vacation records
• General administrative support for New York based sales teams including:
• Support in the preparation of presentations
• Completion of expense reports
• Updating and actively monitoring Sales Force
• Aid with trade show logistics
• Manage merchandising
• Ensure IT needs are met for the office by acting as the point of contact with IT teams in London and Geneva and offering local support and hardware management as appropriate.
• Act as the point of contact and manage all reporting to and from PAM's finance teams in London and Geneva including:
• Authorising local invoices for payment
• Arranging travel bookings and managing associated invoices
• Preparation of expense returns and submission for payment
• In due course, act as the PAM USA payment authoriser via online banking
• Greet clients upon their arrival to the office
• Manage reception area
• Room preparation for client meetings
• Manage lunches and/or tea and coffee requests
• Book and administer all travel requests, including travel, hotel and visas ensuring that costs are taken into consideration.
• Manage office supplies and establish relationships with all relevant suppliers.
• Ad hoc local HR tasks as required.
Your profile
• High School educated, Bachelors preferred
• Previous administration or secretarial experience, ideally gained in an asset management or financial services company
• Advanced working knowledge of MS Office packages is essential, particularly Excel, PowerPoint, and Word
• In-depth knowledge of Sales Force
• Data management skills and system savvy
• Accurate and numerate especially regarding finance related tasks, you will have strong attention to detail and a sense of rigor
• Value-add responsibilities will require a very high-level discretion, autonomy and initiative where appropriate and when guided towards. You will operate in a fully confidential manner.
• Outgoing, professional, reliable, and efficient, you will be team orientated with strong communication skills and the ability to thrive under pressure whilst liaising at senior levels and multi-tasking.
• You should be eligible to live and work in the USA.
Note
We will not accept any CVs via agencies
Diversity & Inclusion
Pictet is an equal opportunity employer and is committed to creating a diverse environment. We respect all individuals and seek their inclusion in the workplace.
Please do not message this poster about other commercial services.