Executive Assistant cum HR Assistant in London

Company Overview: Canopy is a platform that aggregates and reports financial/wealth accounts for high net worth individuals and their wealth managers, providing a single portfolio overview to improve investment and wealth management decisions.

Job Summary: You will manage executive leadership, support HR administration, coordinate office operations, and maintain accurate records to ensure smooth daily business functions at Canopy.

Responsibilities:

• Manage the full employee lifecycle including onboarding checklists, probation tracking, confirmation letters, offboarding, and exit clearance to ensure compliance and smooth transitions.
• Maintain accurate employee records and personnel files, proactively chasing missing documents to keep files audit-ready.
• Administer leave records, public holiday calendars, and update HRIS (HReasily) to ensure accurate attendance tracking.
• Coordinate work pass applications and renewals (EP, S Pass) with MOM to maintain legal workforce compliance.
• Support payroll preparation by collating inputs and coordinating with outsourced payroll provider and finance for timely salary processing.
• Draft employment letters (offer, confirmation, increment, termination) using templates to maintain consistent communication.
• Maintain and update employee handbook and HR policies to reflect current practices.
• Coordinate medical insurance enrolment and claims to support employee benefits administration.
• Process and track invoices, receipts, and expense reimbursements for Chief of Staff, CEO, and CTO, ensuring timely submission and accurate records.
• Liaise with finance team to ensure reimbursement processing and flag overdue or irregular expenses for follow-up.
• Manage and coordinate leadership calendars, scheduling meetings, calls, and interviews to optimize time management.
• Prepare meeting agendas, briefs, and follow-up action lists to support effective leadership communication.
• Coordinate travel logistics and itineraries to ensure smooth business travel arrangements.
• Manage guest visits and client meeting logistics including room bookings, AV setup, and refreshments to facilitate professional engagements.
• Respond to ad-hoc requests from leadership, ensuring tasks are completed efficiently and reliably.
• Liaise with building management, IT vendors, and insurance providers to maintain office operations and vendor relationships.
• Track and renew subscriptions, licenses, and contracts to ensure uninterrupted services.
• Coordinate office supplies, equipment, and IT asset tracking to support workplace functionality.
• Handle incoming mail and courier arrangements to maintain smooth office communications.
• Organize and maintain Google Drive and Notion files to ensure easy access and up-to-date documentation.
• Draft and format letters, memos, and internal communications to support clear information flow.
• Maintain consistent and findable filing systems across HR, finance, and operations including contracts, vendor agreements, and NDAs.

Preferred competencies and qualifications:

• 1–3 years experience in HR administration, office administration, or executive assistant roles.
• Detail-oriented with the ability to identify and resolve overlooked issues.
• Proactive in taking initiative to complete necessary next steps without prompting.
• Comfortable using Google Workspace, Notion and learning new software tools.
• Reliable and consistent in attendance, follow-through, and closing tasks.