Investment Administrative Assistant/Office Manager

Overview

A leading Quant Hedge Fund based in Paris is seeking a highly organised and discreet Administrative Assistant to support its lean, high‑performing team. Operating in an international environment, the firm values confidentiality, rigour, autonomy, and operational excellence. This role is central to ensuring smooth day‑to‑day operations and maintaining efficient administrative processes across the business.

Key Responsibilities

Office & Operational Administration

• Oversee daily office management and coordinate with external service providers such as suppliers, IT support, and facilities partners.
• Maintain structured, accurate, and well‑organised administrative and contractual documentation.
• Support the smooth functioning of the office by anticipating needs and ensuring proactive problem‑solving.

Financial & Administrative Support

• Prepare and monitor payments including supplier invoices, service fees, and expense reimbursements.
• Support banking relationships by ensuring accurate documentation and timely communication.
• Work closely with the accounting firm and payroll provider to ensure efficient processing and compliance.

HR Administrative Support

• Assist with onboarding processes, including preparing employee files and coordinating required documentation.
• Maintain employee records and support the administration of insurance and benefits.

Travel & Meeting Coordination

• Organise business travel arrangements, including flights, accommodation, and itineraries.
• Coordinate internal and external meetings, ensuring all logistics and materials are prepared in advance.

Document Preparation & Communication

• Draft, review, and format correspondence, reports, and documentation in both English and French.
• Uphold high standards of clarity, accuracy, and professionalism in all written communication.

Candidate Profile

Experience & Education

• Bachelor's or Master's degree in administration, management, or a related discipline.
• 1-3 years of experience in a structured and demanding environment.
• Experience in a law firm, bank, asset management company, or financial institution is advantageous.

Skills & Competencies

• Fluent in English (written and spoken); strong proficiency in French required.
• Excellent command of standard office software and digital tools.
• High levels of discretion, reliability, and attention to detail.
• Strong organisational skills with the ability to manage priorities independently.
• Sound judgement, autonomy, and a proactive approach to problem‑solving.