Administrative Assistant

Your Role:

• You will handle incoming/outgoing mail and deliveries
• Look after daily maintenance of the office condition (such as but not limited to: office equipment, stationery, repairs, etc.)
• Deal with all vendors, service providers and property management/landlord:
• Responsible for quality control
• Looking after the filing of insurance claims
• Requesting fee quotes
• Liaising with concierge and landlord
• Prepare expense reports for staff
• Organize events and meetings
• Handle incoming invoices
• Review invoices and obtain appropriate sign off
• Liaise with Finance teams
• Responsible for petty cash
• Address employee’s queries regarding office management issues
• Attend weekly calls and take minutes
• Document filing following specific instructions and described processes
• Arrange for the preparation and execution of documents
• Prepare Powerpoint presentations for various teams and formatting of Word documents
• Update and maintain the electronic storage systems and databases
• Deal with reception tasks (such as but not limited to: answering phone calls, greeting staff and visitors and provide them with general support)
• Assist with ad-hoc tasks.

About You:

• Work experience of at least 3 years in a similar role; additional qualification as an Administrative assistant or Secretary is a plus
• Proficient with MS Office (Word, Excel, PowerPoint and Visio) and have proficient computer skills
• Confident initiative-taker who is happy to work in a fast-moving, entrepreneurial environment.
• Flexible “can do” approach to work
• Polite, friendly, approachable and a team player
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Strong organizational and planning skills
• Creative mind with an ability to suggest improvements
• Excellent communication and written skills in French and English (French mother tongue preferred)

Our Benefits

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.