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Within the Private Wealth Management team, this position will be responsible for the smooth running of a fast-paced office with a focus on ensuring the following list of responsibilities are maintained and kept up-to-date:
- manage office supplies including stationery - work closely with desk or floor support (IT) to ensure all phones, computers are running smoothly - manage seating plans for the office; - assist with planned moves etc. - review all T&E submission via collaboration with Investment Representatives and Client Service Associates - serve as Administrative Assistant to Branch Manager and other Executive Directors in the office (Risk, Investment Management Services etc.) - play a very important role of Administrative assistant; assists in scheduling meetings, raising e-requisitions, T&E submissions etc. - provide secretarial and administrative support to assigned managers - schedule appointments and maintaining managers' calendars - liaise and coordinate with global offices and various business units for audio calls and video conference arrangements - arrange and coordinate travel arrangements & accommodation for managers as well as visitors schedules from global offices - prepare general correspondence, presentation and secretarial tasks independently - filter incoming telephone calls: high degree of diplomacy and judgment need to be exercised constantly whilst dealing with other very senior executives, clients and associates globally - prepare and process managers' expenses claim and checking of team expenses claims - assist with incoming mails, parcels, faxes and distribution - perform confidential administrative tasks – staffs' leave application and record /staff training register, etc. - oversee general office administration of the office - including stationery order, holiday cards, year-end diary and miscellaneous issues - coordinate and manage department events – internal or client-related teaching, luncheons, seminars, conferences, business functions etc. - participate in and contribute to company events - undertake and deliver any ad-hoc duties as assigned and as deemed appropriate
- 3 to 5 years of relevant office management or secretarial experience in an international private bank or wealth management environment - Excellent communication and interpersonal skills in English - Ability to work under pressure and to tight time frames within a team - Professional presentation and strong attention to detail - Organizational skills and ability to work unsupervised - High level of initiative, ability to priorities and multi-task - A proactive approach and high level of reliability and punctuality - Strong sense of initiative together with excellent administrative skills will excel in this role.