Job Title

Job Description SummaryFor over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.In our collegial environment thats marked by low turnover and high energy, youll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.HarbourVest is an equal opportunity employer.This position will be a hybrid work arrangement, which translates to 3 days minimum per week in the office.The role will be to provide comprehensive support to the current 5 staff in the Sydney serviced office by Circular Quay, including by performing a broad range of administrative and secretarial tasks. There may also be some office manager duties as the size of the office develops.The ideal candidate is someone who is:Self-motivated and proactive, willing to work independently and find ways to assist the Sydney teamAble to think laterally and take ownership of the role and dutiesOrganised and able to run the diaries and travel plans of the team, including any overseas requirementsAble to update and complete timely internal paperwork, such as expense reimbursements, client contact entries and meeting file note submissionsAble to provide other administrative support in a small mostly self-sufficient officeCompetent in some office managerial roles, as our office space grows in timeWhat you will do:Travel:Arrange logistics according to staff''s plan and requirementsEnsure staff has valid travel documents (i.e. passports & visas)Prepare approval request with available options for airfare, hotel, and car arrangement (when applicable)Arrange & re-confirm meetingsPrepare detailed trip agendaMake necessary changes & updates while the staff is travelingConfirm necessary materials are prepared for meetingsVerify travel cost on invoicesExpense reimbursements:Create reports for expenses incurred from trips, client meetings, or for general operational purposes (e.g. event attendance; late work)Retrieve details from database (e.g. Efront, HarbourView, etc.) as supporting documents in expense reportsContacts:Add business associates'' contact information received from business cards or through email communication, to Microsoft Outlook Contacts in Public folder and staff''s own contact folderUpdate / verify existing contact informationOther administrative support:Manage staffs diaries to ensure all appointments are in placeProvide all-around support to ensure all internal or external meetings are well-organizedArrange staff calls (video or audio) and meetings with different HVP offices and ensure all required equipment is set up to facilitate the meetingsCoordinate with overseas assistants to arrange logistics for their executives visiting in AsiaProvide assistance at office events and activities (e.g. team offsite, corporate volunteering)Register for event participationsAdd contacts, events, meeting notes/materials to database system incl. Efront, Salesforce, etc.Inform and update HR of any changes to investment staff''s statusPrepare information and verify invoices before submitting to accounts to arrange payments/reimbursementsScan, print & bind meeting / presentation materialsManage and maintain office devices (e.g. printer)Assist with maintaining and updating internal spreadsheets and SharePoint (e.g. meeting and client request tracker)And other responsibilities as required. We are a small office and require someone with a can-do attitude who will step in and assist other team members where required.What you bring:Ability to work independently as well as part of a teamExcellent communication skillsAbility to prioritizeEducation PreferredHigh School (HS)Advanced degree or equivalent experienceExperience5-8 years executive assistant experience preferred #J-18808-Ljbffr