Office Assistant & Administrative Management

Alantra is an independent global financial services firm that provides investment banking and asset management services to companies, families, and investors in the mid-market segment. The Group has over 600 professionals across Europe, the US, Latin America, Asia, and the Middle East.

In Financial Advisory, Alantra has completed over 750 transactions in the last four years in M&A, debt advisory, financial restructuring, structured funding and asset-backed securitizations, credit portfolio advisory, and capital markets. Alantra combines a strong local presence in key financial centers with global sector- and product-specialized teams.

In Alternative Asset Management, Alantra offers its clients unique access to a wide range of investment strategies in five highly specialized asset management classes (private equity, active funds, private debt, energy, and venture capital). As of 30 September 2024, assets under management from consolidated and strategic businesses stood at more than €16.8bn.

For more information, please visit www.alantra.com

Job Description:

The Office Assistant at Alantra plays a crucial role in supporting the team, ensuring smooth office operations, and contributing to the success of the company. This role involves a diverse range of responsibilities, including office management, communication coordination, financial tracking, and administrative support. The ideal candidate will be dynamic, organized, and detail-oriented, capable of multitasking effectively in a fast-paced environment.

Key Responsibilities:

1. Office and communication management:

• Switchboard Management: You will be responsible for handling incoming calls and ensuring seamless communication between the team and external contacts.
• Managing correspondence: You’ll handle the sorting and distribution of incoming and outgoing mail, ensuring nothing is overlooked.
• Welcoming visitors: You’ll be the first point of contact for visitors, ensuring a warm and professional welcome.
• Purchasing supplies: You’ll manage the purchase of office materials and supplies, ensuring the team always has what it needs.
• Managing meeting rooms: You’ll coordinate the use of meeting rooms, ensuring they are ready for meetings and events.

2. Scheduling and travel coordination:

• Managing the partners' schedules: You’ll organize appointments and coordinate the daily agendas of key executives.
• Organizing travel and restaurant bookings: You’ll handle business travel arrangements and make hotel and restaurant reservations, ensuring everything is in place for trips.

3. Administrative and financial management:

• Managing invoice payments: You’ll take care of processing and managing payments, ensuring invoices are paid on time and financial records are accurate.
• Downloading and managing bank statements: You’ll regularly download and organize bank statements to keep financial records up to date.
• Assisting with form completion: You’ll support the completion of various administrative forms and legal documents, ensuring everything is filled out correctly.

4. International and legal coordination:

• Assisting with the global administrative management: You’ll support the team in managing the administrative global tasks ensuring smooth operations.

5. Proactive problem-solving:
You will take a proactive approach to identifying and resolving operational challenges, anticipating team needs to ensure efficient office operations.

Requirements:

• Mandatory: English fluent
• Desirable: Italian fluent or high level
• More than 3 years professional experience similar role.