Join a growing investment and financial services firm where no two days are the same. We're looking for a capable and highly organised Operations Assistant to keep the business running smoothly and support the Head of Distribution & Operations across a range of day-to-day needs.

About Us

We’re a modern investment banking and funds management firm making institutional finance accessible to individual investors. Based in our waterfront offices at Varsity Lakes, our team is small but growing fast.

About the Role

You’ll play a vital role in the day-to-day operations of the business. From client onboarding admin to office coordination and supplier management, you’ll be the go-to person for making things happen – and ensuring nothing slips through the cracks.

While the role is varied and hands-on, it’s not a high-volume contract processing environment! We work with high-net-worth individuals, so attention to detail, efficiency, and follow-through matter more than speed alone.

Key Responsibilities

Support the Head of Distribution & Operations with the day-to-day, from calendar coordination, booking travel and managing logistics, to preparing the office for meetings and visitors

Handle ad-hoc tasks like downloading files, saving and naming documents, or coordinating simple internal projects

Manage shared inboxes and inbound phone enquiries (low volume of calls), ensuring items are entered into the CRM, assigned to the right team, and followed up on

Coordinate the operational and administrative steps of client onboarding - checking application paperwork, completing ID/KYC checks, and entering data into systems

Keep the wheels turning between departments - ensuring a flow of information between Sales, Accounts, Compliance and Marketing to progress onboarding and deliver a smooth client experience

Maintain office supplies and kitchen stock, and ensure the office is tidy, functional, and visitor-ready

Liaise with external contractors, suppliers, and real estate contacts - from managing cleaning schedules to coordinating lease-related activity

Research, recommend and source solutions for office needs - whether it’s new furniture, a tech issue, or a workflow bottleneck

Identify opportunities to streamline admin and operational processes, and recommend improvements

About You

You’re three steps ahead – always planning, anticipating, and delivering without needing to be asked!

You communicate clearly and follow up with people to make sure things get done

You love a tidy inbox, a labelled folder, and a process that just works - and if it doesn’t, you’re already thinking of how to improve it.

You’re known for spotting the little things, whether that’s a typo, a missing attachment, or that one form-field no one else noticed

You’ve got a positive, roll-up-your-sleeves attitude - when something doesn’t go to plan, you’re focused on the fix, not the blame!

You’ve supported a team or senior leader before, and you’re comfortable balancing admin and Executive support tasks

Must-Haves

Prior experience in an administrative, operations, or Executive support role

Excellent organisational and time management skills

A proactive mindset – you don’t wait to be told, you present options and make things happen

Strong communication skills, both written and verbal

Highly proficient in Microsoft Office (Outlook, Word, Excel etc.) and confident picking up new CRMs or other systems quickly

Ability to manage tasks across people, teams, and systems without losing detail

Desirable (but not essential)

Experience in professional services, finance, or a regulated industry

Familiarity with client onboarding processes (e.g. applications, ID checks)

Experience supporting leadership with office or workplace initiatives, such as lease admin, organising contractors, sourcing quotes etc

An interest in improving workflows, systems, or operations as the business grows

Why Join Us?

Modern office overlooking the lake at Varsity Lakes

Down-to-earth culture: fun, supportive, and ambitious

A varied role with visibility across the business

Direct access to leadership and genuine ownership of your domain

Competitive salary and room to grow with us