Bilingual EA

1.      Core Responsibilities:

Administrative Support:

• Scheduling meetings, researching venues relevant to meetings to be held and ensuring timely bookings and logistics management;
• Manage travel and compiling expense reports for senior team members (Partners and Principals);
• Registering team members for conferences;
• Drafting emails, proofreading documentation, entering data into our Customer Relationship Management (CRM) tool, tracking activity and follow-ups required;
• Filling out compliance reports, ensuring all documents are up-to-date and proactively reaching out to stakeholders to do so, etc.

Office Management:

• Opening the office in the morning, greeting employees and guests, managing conference room assignments, escorting guests to meeting rooms, managing refreshments for meetings, etc.;
• Maintaining cleanliness/orderliness of the office including kitchen and conference rooms;
• Managing office IT equipment such as videoconferencing, managing interactions with landlord and building operations;
• Taking part in training organized by the building’s facility management company (e.g. fire warden training);
• Ordering furniture and office supplies;
• Contributing to team culture by organizing regular team events and activities;
• Ensuring smooth onboarding of new joiners in coordination with the team;
• Liaising with vendors and service providers, negotiating contracts and managing relationships to ensure cost-effective and timely delivery of office-related services;
• Coordinating with the IT department to manage office technology needs, including hardware and software procurement, setup, and troubleshooting;
• Coordinating with building management for maintenance, repairs, and other facility-related issues.

Event Planning:

• Lead the organization of external events targeted at investors and portfolio companies, including the researching and securing of venues and other logistics;
• Coordinate with the team and external PR agency: maintaining a calendar of relevant conferences, coordinating with external event managers (e.g. conferences, forums, etc.) to secure speaker engagements for company team members;
• Working with event teams in other offices to support company-wide events.

Special / Other Projects (as assigned):

• Special projects may be assigned involving data / folder clean-up, data consolidation across multiple worksheets or other documents, administrative support to internal working groups and committees, etc.;
• Take part in team or firm-wide improvement projects.