Executive Assistant
Wellington Management
Luxembourg, Luxembourg
il y a 5j

About Us

Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets.

Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 60 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate.

As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.

We are transitioning to a hybrid work environment where both remote work and the office play a critical role. Our vision is a future where all employees are empowered to work flexibly to drive the best outcomes for our clients.

Flexible work is a mindset and a core value. Our employees are encouraged to work remotely two days a week as a standard practice and will have flexibility in terms of working hours.

THE POSITION

This position is an Executive Assistant within the Luxembourg Management Company which supports Wellington’s European Funds business.

The role will support a team of four senior staff and work alongside the office manager to cover in periods of holidays and or other specific tasks as directed.

This is an exciting opportunity for the right individual to be involved in our growing fund business.

RESPONSIBILITIES

Responsibilities include but are not limited to :

Comprehensive and proactive diary management :

  • Liaising with internal and external parties to organise and schedule meetings
  • Managing meetings clashes and being a gatekeeper
  • Ensuring meeting rooms are booked globally where necessary and using our virtual conferencing tool to create video and audio conference requests
  • Liaising with office management to request any catering and register external visitors
  • Providing print materials for meetings (if required)
  • In putting of Salesforce data and management of calendars
  • Managing global travel & expenses requests :

  • Working with an external travel vendor to book necessary logistics (flights, trains, hotels, etc)
  • Understanding visa processes and ensuring all travelers have the necessary visas in place
  • Booking any ground transportation if necessary
  • Process expenses and invoices in a timely manner adhering to policies and guidelines
  • Onboarding of new hires and transfers in :

  • Working with technology and facilities to ensure email, phone, systems, and desk set up
  • Scheduling orientation meetings and helping to navigate the firm
  • Governance coordination and preparation of Board / MC meetings

    Meeting organisation : reviewing availability and diarising meetings including Board and MC meetings, project meetings, contact with external directors to confirm availability, booking rooms (meetings often at short notice and involving several time zones).

    Requests for Board / MC materials and follow up

    Preparation and collation of quarterly Board / monthly MC meetings materials using Diligent Board books and updates following internal and Chairman’s review

    Circulating / responding to / collating documents for audit and regulatory queries and filings

    Preparation / amendments / updates to documents including minutes, Board reports, presentation decks, director appointment documentation

    Assist with reconciliation and filing of corporate documents

    Maintain various logs, checklists, and procedures e.g., Director training and attendance, AGM process, director appointments

    Update and maintain LUX / IE policy books (usually after quarterly board meetings

    Recurring administrative tasks (e.g., requesting quarterly confirmations for the WMIL Board or other parties / contributors).

    Adhoc project coordination across the Global Funds Group

    Provide cover for administrators across the business when absences occur

    Provide adhoc support for visitors if necessary

    Diligent coverage of telephone lines, adhering to best practices

    Support with IT issues

    Provide adhoc support for visitors if necessary

    SKILLS & QUALIFICATIONS

    The successful candidate for this position is likely to demonstrate :

  • Advanced / Intermediate proficiency in MS Office (Word, Outlook, Excel, & PowerPoint)
  • Excellent time-management as well as organizational, multi-tasking, and prioritization abilities
  • Strong interpersonal and communication skills
  • Ability to work independently and as part of a team
  • Strong service orientation and proactive problem-solving skills
  • Ability to work under deadlines and to accommodate last-minutes changes
  • Positive, can-do attitude
  • Engage and maintain and inclusive working environment sensitivity and responsiveness to cultural differences
  • Global mindset : flexible, adaptable, empathetic, humanistic
  • Growth mindset
  • Not sure you meet 100% of our qualifications? That’s ok. If you believe that you could excel in this role, we encourage you to apply and welcome a chance to review your background.

    We are dedicated to building and maintaining a diversified workforce and considering a broad array of candidates with a variety of skill, workplace experiences, and backgrounds.

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