Executive Assistant (HR and Legal) in London

Capula Investment Management is a leading global hedge fund managing over $35 billion in assets. We are headquartered in London and have offices in New York, Singapore, Hong Kong, Tokyo, Geneva, Chicago and Abu Dhabi. We manage absolute return, enhanced fixed income, macro and crisis alpha strategies for a diversified group of investors worldwide. Capula invests in a broad universe of asset classes, including fixed income, equities, currencies and commodities, as well as derivatives related to these asset classes.

We are looking for an HR and Legal analyst to provide high-quality support across Capula’s Legal and HR departments, as well as provide executive assistance to senior leaders of these departments. Duties of the role will include proactive diary management, travel planning and coordination, scheduling meetings and expense support. This is an excellent opportunity for a highly organised, discreet and adaptable individual who can manage competing priorities and work effectively with stakeholders across the business.

Duties & Responsibilities

• Administration Support for the Legal department
  • Assist with maintenance of legal team work trackers
  • Assist with managing the execution of agreements once approved by Business
  • File hard and soft copies of legal documents and maintaining the internal registers of executed documents
  • Create and monitor calendar reminders for commercial agreements and liaise with the various Capula teams to ensure instructions are issued in a timely manner regarding renewal or termination
  • Assist with organising quarterly fund board meeting packs
• Administration Support for the HR department
  • Provide administrative support to recruitment and HR processes.
  • Set up interviewers and coordinating internal meetings
  • Own the employee onboarding and offboarding processes
  • Coordinate interview feedback collection process from recruitment agencies and internal stakeholders and relaying the feedback to the appropriate persons in a timely manner
  • Help with monthly management information packs and other ad hoc management information requests as needed
  • Assist in coordinating HR events such as networking meetings and events
  • Facilitate travel and accommodation requirements for HR related travel
• Executive Assistance
  • Own diary management for senior individuals including Chief Legal Officer, Chief People Officer and Head of Talent Acquisition
  • Organise travel, accommodation and itineraries; change schedules as required; co-ordinate with other EAs or departments as necessary; and arrange any necessary visas
  • Processing of expenses
  • Co-ordinate external and internal meetings as directed
  • Organise lunches, dinners and attendance at any corporate events as well as team events
  • Collation and production of meeting materials as required
  • Provide support for other senior executives in the business during times of absence of other admin team members

Note: in addition to these duties, employees are required to carry out other duties as may be reasonably required.

Benefits

Education and Qualifications

• Bachelor’s degree required.

Experience and Skills

• Prior experience providing personal assistance within professional services environment advantageous
• Exemplary communication skills – both written and verbal
• Understanding of the need for discretion and the ability to uphold confidentiality at all times
• Confident in nature but remain approachable
• Strong team player
• Self-starter, who can show initiative
• Excellent knowledge of Microsoft office suite