AVP HR Operations

Our client is seeking an AVP of HR Operations.

 

Major Accountabilities: The HR Operations Manager is accountable for the following:

  • Policies/Standard Operating Procedures
  • Streamlining Process
  • HRIS Administration – Workday Super User
  • Employee On-Boarding and Off-Boarding
  • Visa and Training Administration
  • Employee Relations Data
  • Suggestion Box Coordination
  • Legislative and Regulatory Updates
  • Board Requirements/Corporate Reporting
  • OMWI Reporting
  • Records Management
  • HR Calendar Management – BAU & Initiative Cycles
  • Program Management, i.e. Interns, Employee Engagement

Skills/Knowledge:

  • Bachelor’s degree 
  • A minimum of 10 years of HR experience, with at least five years of HR operations
  • Experience working in a regulated industry, preferably Financial Services. 
  • Experience working with Internal Audit, Risk and other Regulatory teams
  • Desire to simplify and streamline process
  • Strong verbal and written communication skills
  • Strong interpersonal skills to build and maintain relationships
  • Excellent organizational and planning skills

Senior Accountant

Our client is looking for a Senior Accountant.

PRIMARY RESPONSIBILITIES:

  • Manage and review fund valuations, partnership allocations, and performance calculations for U.S., international, equity and fixed income portfolios
  • Prepare/Review partnership allocations
  • Prepare/Review revenue accruals and monthly/quarterly AUM
  • Evaluate any investment and/or operation-related errors. Analyze materiality to the portfolio and work on solution
  • Review monthly wire process
  • Manage and review quarterly fee reimbursement/revenue payments
  • Research accounting, audit, and tax related issues or requirements
  • Liaise and coordinate with tax preparers in preparing and reviewing the tax work papers and tax returns including but not limited to k-1s and PFICs
  • Plan, prepare and manage interim and year-end audit process
  • Manage, prepare and review investor ad-hoc inquiries and or annual confirmations
  • Liaise internally with various departments i.e. Trade-ops, Client Services, and Compliance with various projects and mandates
  • Liaise externally with external service providers e.g. PBs, Custodians, legal counsels on related fund day-to-day tasks
  • Function as a team lead for projects and departmental processes

ADDITIONAL DUTIES:

  • Identify areas of operation risk, propose process improvements and system enhancements. Work with key people to develop and implement.
  • Present Symphony’s portfolio accounting processes in client and prospect due diligence meetings.
  • Assist in the implementation of various firm initiatives (related to Accounting function) i.e. Datawarehouse, SharePoint, Portfolio system upgrade etc.,

KEY SKILLS:

  • Ability to handle multi-tasks in a dynamic environment
  • Strong verbal and written communication skills
  • Ability to work independently, hands-on, self-starter and meet tight deadlines
  • Superior analytical, numeric and problem-solving skills
  • Strong project management skills
  • Ability to prioritize and organize
  • Detail oriented, reliable and strong work ethic
  • Ability to readily cope with changing priorities
  • Demonstrated ability to work in a team-oriented environment, team builder, motivate subordinates and maintain good reports internally and externally
  • Understanding and experience planning and coordinating the stages to perform an audit and AUP work of a private company engagement
  • Demonstrate knowledge of generally accepted accounting principles and financial statement presentation
  • Demonstrated ability to perform research and analyze financial statements and audit-related issues
  • Demonstrated knowledge of partnership taxation, book to tax differences, wash sales analyses, qualified dividends, PFICs, and experience reviewing Schedule K-1, Form 1065, and CA 565.

REQUIREMENTS:

  • Bachelor’s degree in accounting, finance tax or related field.
  • CPA, Partnership, and investment industry tax knowledge a plus
  • 5 years experience in financial services industry with similar duties.
  • 1-2 years of private/public experience emphasis on tax.
  • 2-3 years of public emphasis on audit.
  • Excellent communication skills and attention to detail.
  • Proficiency in Excel and Word. Knowledge of Microsoft Access, Advent Geneva and WSO desired; as well as SharePoint and data warehouse systems.

Administrative/Executive Assistant

The role of the Administrative/Executive Assistant is to provide dedicated support to the various managers within the team and company; as well as work closely with other assistants in the group and on their team to meet the needs of the business.  

 

RESPONSIBILITIES: The responsibilities of this job include, but are not limited to:

  • Covering multiple telephone lines
  • Extensive calendar management
  • Travel coordination including itinerary, transportation, and hotel and expense reimbursement
  • Meeting coordination including Outlook meeting requests, conference room booking, catering, security clearance for onsite visitors, and meeting clearance
  • Meeting preparation including printing, binding and delivering presentations; crafting agendas and briefing memo shells in preparation for consultant and prospect meetings
  • Assistance with the planning and coordination of investor roadshows including the tracking and organization all logistical details related to the event(s)
  • Maintenance of our client relationship management database, including but not limited to entering meetings, updating contact information and running reports on a routine basis
  • Coordinating and sending mass mailings; conference and event invitation mailings
  • General office maintenance tasks including office supply orders, equipment maintenance, invoicing, etc.
  • Maintain a current knowledge of regulatory changes, tracking changes across the client and prospect base, and updating colleagues on California regulations; coordinate and submit quarterly lobbyist filings
  • Coordinate Business Continuity Planning (BCP) for the San Francisco office, ensuring that all relevant manuals and contact forms are updated, running the appropriate tests in a timely manner, and educating the SF office on workplace safety and BCP procedures regularly
  • Ad Hoc Requests to ensure the effective functioning of the team
  • Backup administrative coverage as needed within the office

 

QUALIFICATIONS: A qualified candidate will possess the following:

  • Undergraduate degree
  • Strong business maturity with 5+ years of experience
  • Strong interpersonal, verbal, and written communication skills
  • Strong service orientation; reliable, consistent, proactive
  • Ability to work in a fast-paced and team-oriented environment, with strong prioritization skills
  • Ability to flex across a wide range of responsibilities 
  • Attention to detail 
  • Ability to handle high-level consultant and prospect contact with good judgment is essential
  • Proficiency with Microsoft Outlook, Excel, and Word; willingness and propensity to learn proprietary systems
  • Solid work ethic and positive attitude
  • Ability to use good business judgment and maintain confidentiality

Executive Assistant

Our client is seeking an Executive Assistant. The Executive Assistant (EA) will provide project and business administration support to the search team in all aspects of the search process including document preparation and management, scheduling and planning of candidate and client interviews and meetings, accounts receivable and accounts payable, expense reporting, correspondence, and file management. An integral part of an EA’s role is problem-solving within the search execution and administrative process.

Specific Responsibilities Include:

  • Responsible for the administration of the search process for all team search assignments
  • Formatting, editing, proofreading, preparing and transmitting client deliverables
  • Maintaining consultant calendar
  • Preparing travel itineraries for the consultant, client or candidate in any part of the search process
  • Supporting search team with account management and client relationship, including consultant expenses, client invoices/receivables, and other financial reports
  • Creating and maintaining an efficient file management and follow-up system for all search processes
  • Maintaining client and candidate communications through scheduling and prioritizing telephone and email communication
  • Verifying degrees of candidates
  • Consistently building strong relationships and good rapport with candidates and clients
  • Maintaining the accuracy, quality, and integrity of all search information in the company database
  • Maintaining and developing job-related skills by attending  Company learning programs and keeping up-to-date with job/industry-related reading
  • Maintaining client, candidate and companywide confidentiality
  • Contributing to the team and office by providing backup assistance to other EAs and support for general office operation

 

Qualifications and Experience: The successful EA candidate will have:

  • High school education required; college degree desired
  • At least five years of administrative experience in roles requiring strong project coordination
  • Demonstrate a business acumen and financial awareness
  • Proficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm. Experience with  proprietary database environments, a plus
  • Excellent communication skills—verbal, written and listening
  • Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications
  • Professional services experience, a plus

Office Manager

Our client is seeking a new Office Manager to coordinate the day-to-day activities of the San Francisco office. This is an opportunity to work with a small but high-caliber team in a flexible culture that emphasizes work-life balance. The ideal candidate will be a motivated, independent, and detail-oriented person that can answer phones, greet visitors and maintain a smoothly running office environment. In addition, this person will handle detailed administrative tasks.

 

This person should have multiyear experience in an office environment doing similar work. Previous experience in the investment management or investment advisory/consulting industry is preferred, but not required. This person should also have excellent organization, communication, and interpersonal skills, and be able to take immediate ownership of his or her work as well as juggle multiple tasks at one time.

 

Day-to-day responsibilities include administrative support, processing of documents, coordination of internal and external meetings, ordering and inventory management for office and kitchen supplies and payment and management of vendors. Candidates should be very comfortable using Microsoft Office, Word, PowerPoint, Excel, and Outlook as well as Adobe Acrobat. Familiarity with QuickBooks is preferred.

Receptionist/Office Assistant

The Receptionist/Office Assistant is responsible for the day-to-day smooth operations of the office. Our client is looking for a self-starter/team player who is energetic, proactive and hardworking; along with being flexible, resourceful and efficient. Candidates must be able to provide a high level of day-to-day support and be able to do what it takes to get the job done. They must demonstrate a high level of professionalism in dealing with confidential information.

 

Duties and Responsibilities

  • Greeting clients and directing them to the appropriate meeting areas
  • Preparing labels for mailing
  • Coordinate and manage internal and external meetings (in-person, phone and video conference)
  • Book meetings, place catering orders, setup and cleanup of meeting rooms
  • Organize inventory and order office and kitchen supplies
  • Answer phones, direct calls, and take messages
  • Maintaining the kitchen organized including emptying and loading the dishwasher
  • Primary vendor contact for IT Department, printers, postage machine, etc.

Qualifications

  • 1-2 years of receptionist experience
  • College degree strongly preferred
  • Highly proficient in MS Office
  • Excellent communication, organizational, interpersonal skills and phone etiquette
  • Ability to work independently but also be a proactive contributing team member
  • Strong attention to detail and ability to follow through on projects effectively
  • Ability to multi-task
  • Strong interpersonal skills and a professional demeanor
  • Team player, self-starter and desire to put the clients’ best interests first

Temporary Executive/Administrative Assistant (6 months)

Our client is seeking two long-term temporary Executive/Administrative Assistants. The positions will run from Monday, May 28, 2018 through Friday, November 30, 2018. The ideal candidates will hold a high school diploma and/or a Bachelor’s Degree. This is a full-time (40 hours per week) position.

Duties: 

  • Provides administrative support in a complex team environment to a senior group or Executive
  • Coordinates complex, senior-level internal/ external meetings and conference calls
  • Handles a high volume of phone calls and interacts with high level business leaders in a professional and effective manner
  • Supports internal and external managers or clients
  • Responds and follows up on client requests
  • Maintains complex and extremely detailed calendars and prioritizes meeting requests and related logistics
  • Coordinates a high volume of domestic and international travel arrangements and processes expense reports
  • Maintains understanding of firm policies and handles certain issues independently
  • Responsible for participation in general administrative

Skills: 

  • Requires excellent interpersonal and communication skills
  • High attention to detail
  • Ability to maintain high standards despite pressing deadlines
  • Ability to solve problems quickly and efficiently
  • Strong knowledge of general business, corporate and government cultures
  • Ability to handle highly sensitive, confidential and non-routine information
  • Self-starter with excellent anticipation skills; problem solving; follow up
  • Demonstrated dependability and sense of urgency about getting results
  • Demonstrates high degree of integrity and confidentiality
  • Strong organizational skills
  • Comfortable working with people at all organizational levels
  • Comfortable working in a sometimes hectic, high pressure environment
  • Ability to display a consistent, professional degree of communication
  • Ability to work well under pressure, adapt to unexpected events, and prioritize and multi- task in a deadline driven environment
  • Must be able to prioritize a variety of time-sensitive tasks
  • Must have excellent judgment; independent thinker and resourceful
  • Strong proficiency in MS Word, Excel, PowerPoint and Outlook
  • Team player with a positive attitude
  • Highest degree of integrity, professionalism, diplomacy and discretion require

Temporary Recruiting Coordinator

We often have clients who need both short and long-term temporary Recruiting Coordinator Assistance. Temping can be a great way to gain finance industry accounting experience. As a temporary Recruiting Coordinator, you will be an ambassador of the recruiting process, ensuring a professional and smooth candidate experience. 

Responsibilities:

  • Oversee all coordination and logistics of interview scheduling for phone and onsite interviews
  • Manage candidate flow and accurately track candidates throughout our process
  • Ensure seamless coordination of candidates across interview days
  • Meticulously track candidates throughout the interview process
  • Proactively manage recruiting calendars and interview schedules
  • Coordinate and confirm interview schedules with candidates and hiring managers
  • Partner with Recruiters and the business to extend offers and track offer acceptances to ensure traction against recruiting regional goals
  • Partner with coodrinator to seamlessly process new hire paperwork and ensure smooth and successful on-boarding of new hires

Qualifications:

  • You have 1-3 years of experience recruiting coordination (or HR coordination)
  • Bachelor's degree preferred
  • You thrive in high-volume, fast-paced and feedback driven environments
  • People describe you as exceptionally organized and a guru of multi-tasking projects
  • You have exceptional attention to detail and critical thinking abilities
  • You are solutions oriented in solving problems and addressing roadblocks
  • You’re highly self-motivated, have a stellar work ethic
  • You possess top-notch interpersonal, written and oral communication skills
  • You have demonstrated experience with Google Spreadsheet (and the ability to create and manipulate complex formulas is a strong plus)

Temporary Administrative Assistant/Receptionist

We often have clients who need both short and long-term temporary Administrative and/or Reception Assistance. We look for temporary candidates who meet the following criteria:

Duties & Responsibilities:

  • Answer and screen all calls and manage executive’s phone traffic; compose and edit correspondence; distribute daily mail
  • Responsible for maintaining multiple executive’s calendars (independently managing conflicts) including: coordinating executive calendars, appointments, lunches and special functions as well as client meetings and closing dinners
  •  Effectively use firm travel and expense policies and procedures to complete all aspects of travel and meeting arrangements and ensure accuracy for travelers
  • Prepare expense reports with adherence to firm rules and regulations
  • Maintain files, database  and contacts and ensure files are organized and always up to date
  • Assist with light accounting duties (i.e. wires, tax payments)
  • Stock kitchen with drinks and snacks as well as maintain office supplies
  • Pick up lunch each day for the team
  • Adhere to highest degree of professional standards and strict confidentiality in matters that require discretion

Job Qualifications:

  • College degree, preferably accounting or finance
  • 1-4 years of administrative support experience in finance/asset management experience a plus Excellent interpersonal and organizational skills; strong written English communication skills; 
  •  Able to work independently and in a team environment with a professional and diplomatic demeanor
  • Ability to prioritize among multiple tasks and projects
  • Thorough knowledge and proficiency with MS Word, Excel, PowerPoint and Outlook

Temporary Executive Assistant

We often have clients who need both short and long-term temporary Executive Assistance. We look for temporary candidates who meet the following criteria.

Responsibilities:

  • Interaction with high-level executives and press
  • Set up meetings, events and company offsite meetings in conference rooms
  • Provide admin support as needed
  • Provide support with event and meeting planning
  • Heavy calendaring and follow up
  • Domestic and international travel arrangements
  • Set up video conference and presentations as needed
  • General administrative tasks such as filing, photocopying etc.
  • Answer phones
  • Greet guests
  • Database entry
  • Screen calls, emails and other correspondence from entrepreneurs and other     organizations and respond as appropriate

Skills:

  • Mac office skills
  • Great customer service skills
  • Friendly phone manner
  • Basic knowledge of Microsoft Word, Excel, Gmail & internet
  • Ability to multi-task
  • Detail oriented
  • Well organized
  • Excellent communication and organizational skills
  • Some knowledge of international business (foreign currency, time zones, etc.)
  • Discretion and high confidentiality
  • A fun personality
  • International sophistication
  • Excellent interpersonal and diplomatic skills

Preferred Qualifications:

  • 2-5 years of experience in an Administrative role
  • BS or BA degree
  • Long held personal interest in finance, technology, and/or startups