Head of Operations

Job Description:
We are seeking a competent and proactive Head of Operations to provide comprehensive administrative support to our investment business while also assisting with various personal tasks. The ideal candidate will be organised, resourceful, and capable of managing multiple responsibilities with efficiency and discretion.

Responsibilities:

1. Workstream Management
Be responsible for updating and sending out a weekly report every Monday which covers both personal and business workstreams aswell as a calendar covering travel and other events.
Manage monthly priorities and act as project manager to ensure completion of various business and personal tasks.
Be proactive to research and implement systems and processes that would improve workstream management.

2. Administrative and Communication Support:
Schedule appointments, meetings, and conference calls.
Manage email correspondence and respond to inquiries promptly.
Maintain and organise digital and physical files.
Assist in preparing reports, presentations, and documents.
Handle incoming calls and redirect inquiries as needed and serve as a point of contact between various stakeholders.
Help make payments to various suppliers.

3. Investment Business Assistance:
Assist in organising and updating financial records and spreadsheets.
Coordinate with clients and stakeholders as necessary.
Help with basic bookkeeping tasks and expense tracking.

4. Personal Support:
Plan and coordinate personal events, including birthdays, anniversaries, and special occasions.
Assist with travel arrangements, including booking flights, accommodations, and transportation.
Handle personal errands and miscellaneous tasks as required.
Research and suggest gift ideas for family, friends, and business associates.
Assist with loyalty programs and ensuring all travel is recorded correctly in the loyalty programs.
Research various items before purchasing.

5. Insurance and Legal Support:
Assist in filing and processing insurance claims.
Coordinate with insurance providers and legal professionals.
Maintain documentation related to insurance policies and legal matters.

Requirements:
Proven experience as a virtual assistant or in a relevant administrative role.
Excellent English communication skills, both written and verbal.
Proficiency in Google Workspace, including google drive, sheets, docs and slides.
Strong organisation and time management abilities.
Ability to maintain confidentiality and handle sensitive information with discretion.
Resourcefulness and problem-solving skills.
Flexibility and adaptability to changing priorities and tasks.
Skilled in data entry.
Experience with ChatGPT and other AI tools to increase efficiency.

Preferred Qualifications:
Background in finance, business administration, or a related field.
Extensive experience in event planning and personal assistance.

Work Schedule and Salary:
Expected commitment of 15 hours per week initially, with potential for increased hours during busy periods. Flexible hours, with availability for occasional after-hours or weekend tasks.
Hourly rate of US$5 an hour.
20 days annual leave.

Note: This job specification is intended to outline the general responsibilities and requirements of the position. Specific duties may vary based on individual circumstances and business needs.