Opportunities at Systematica

Systematica operates an intellectual, diverse and collaborative culture where everything we do is investor driven, within a flat, delivery focussed organisation.

Office Administrator

London

Reports to:                                          Group Office Manager

 

Purpose of Role

You will provide a resourceful and professional office administration service within our London flagship office to colleagues, clients, and other guests alike.

 

Primary Duties

  • Oversee the meeting room diary and ensure that they are presentable for all internal or external meetings;
  • Ensure that the staff kitchen and stationary cupboard remains adequately stocked at all times;
  • Welcome all guests to the office, whilst ensuring that they have everything that they need during their visit, such as refreshments and/or any IT requirements;
  • Make travel arrangements for London-based colleagues as and when needed;
  • Provide administration support to Investor Relations, Compliance, Legal, or Client Service;
  • Keep the public areas highly presentable at all times – either taking immediate remedial action or reporting any issues to management company;
  • Report any faults or business-effecting issues to the management company;
  • Liaising with suppliers and oversee stock levels for colleague and guest refreshments, ensuring that stock items are kept available at all times;
  • Maintain the accident at work register and be the appointed First Aid representative;
  • Ensure that the Company is reaching any legal requirements in terms of health and safety;
  • Assist with office expenses; and
  • Arranging out-going mail or parcels, and sorting incoming mail or parcels for distribution;
  • Provide ad-hoc HR support to the Head of Human Resources in the absence of the HR Administrator;
  • Support the Group Office Manager in any specific projects, such as the annual offsite employee meeting;
  • Arrange desk requirements for new starters; and
  • Provide general office administration as and when required.

 

General

  • Any other duties commensurate with the post holder’s position and seniority; and
  • All employees should understand that it is their personal responsibility to comply with all organisational, statutory and regulatory policies and procedures.

 

Experience, Knowledge & Skills

  • Previous experience in a fast-paced office environment – exposure to the financial services industry would be preferred but is not essential;
  • Strong organisational skills, coupled with an efficient and pro-active mentality;
  • Fluent in English with excellent business writing skills; and
  • Computer literate – especially in Outlook, Excel, and Word.

 

Key Internal Relationships

The individual will be expected to liaise and/or consult with the following personnel in order for them to fulfil the requirements of their role:

  • Group Office Manager;
  • Deputy Chief Operating Officer;
  • HR team;
  • Investor Relations and Client Service teams; and
  • Chief Executive Officer and other members of the Executive Team.

 

Educational & Professional Qualifications

  • Educated to ‘A’ level (or equivalent) standard; and
  • A relevant administration, hospitality, or secretarial qualification would be preferred.

 

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