Wavelength provides technology to the alternative investment industry, including developing and licensing software applications for fund administration, investment operations, and risk management. The Company specializes in software design to support complex investment strategies. Wavelength Financial Services is a sister company to Harmonic Fund Services an independent financial services firm specializing in the global alternative investments industry. They provide technology and offer investor services, fund administration, risk management, financing, and capital introduction to complex alternative investment strategies. The Personal Assistant and Project Administrator will be an exceptionally capable, discreet, and highly organized individual, responsible for the provision of personal support to the Managing Director, across a portfolio of businesses, projects and personal interests. This is a senior-level role requiring absolute confidentiality, sound judgment, and the ability to anticipate needs in a fast-paced and often high-pressure environment. The individual will act as a trusted gatekeeper and right-hand support, ensuring the smooth running of both professional and personal matters, and enabling the Managing Director to focus on strategic priorities Their role will involve oversight and coordination of team members that report to the Managing Director, support with drafting of documents, meeting management and coordination of travel.
ESSENTIAL FUNCTIONS
Executive & Administrative Support
Work-Flow Management: Proactively organize, prioritize, and track the executive’s tasks and commitments, ensuring deadlines are met and key priorities remain visible; anticipate needs, follow up on outstanding items, and provide reminders to keep the executive focused on strategic objectives.
Communication Management: Serve as the primary point of contact between the Managing Director and internal/external stakeholders, managing and prioritizing a high volume of correspondence and inquiries and managing the Managing Director’s multiple and complex email accounts, ensuring timely and appropriate responses.
Confidential document: Prepare, proofread, and manage confidential documents, presentations, and reports, including document preparation, report generation, and maintaining confidential files and records.
Calendar Management: Organize and maintain the Managing Director’s multiple and complex calendars, scheduling meetings, appointments, and events while prioritizing urgent matters.
Travel Coordination: Arrange complex travel itineraries, including flights, accommodations, and transportation, ensuring all logistics are handled efficiently.
Meeting Logistics: Prepare agendas, take minutes, and follow up on action items from meetings to ensure accountability, confidentiality and progress.
Administrative Support: Handle various administrative tasks.
Act as the liaison between the Managing Director and senior stakeholders, maintaining professionalism and discretion at all times.
Handle sensitive business and personal matters with the utmost confidentiality and integrity. Project & Business Coordination
Support the Managing Director in overseeing multiple businesses, ensuring smooth communication and workflow across teams and entities.
Lead and/or assist in running and tracking key projects, deadlines, and deliverables.
Coordinate and attend meetings as required, taking accurate notes and following up on action items.
Conduct research, compile data, and prepare briefings or background information to support strategic decision-making.
Handle all information, correspondence, and activities with absolute confidentiality and professionalism.
Exercise sound judgment and tact in managing sensitive or high-profile situations.
JOB QUALIFICATIONS
Minimum of 5+ years of experience providing senior executive-level support in a financial services (fund / accounting / audit space)
TECHNICAL REQUIREMENTS
Excellent working knowledge of all Windows & Microsoft applications
Basic experience using web design tools
Basic experience using Quickbooks
Basic experience using Zoho CRM
Familiarity with FM3 applications would be advantageous
KNOWLEDGE, SKILLS & ABILITIES REQUIRED
Have a proven track record of managing confidential information with the highest level of discretion.
Be highly motivated with a passion for the organization’s mission and a demonstrated excellence in prior endeavors
Have strong organizational abilities and can work within a fast-paced environment
A sound working knowledge of all Windows applications
Self-driven problem-solving attitude and a strong work ethic
Demonstrate keen attention to detail - be a strategic thinker and highly analytical
Experience in relationship management and client service
Excellent time management, planning, organizational and prioritization skills
Strong communication skills, both verbal and written with an innate ability to channel different points of view
Have the ability to establish and maintain excellent relationships and have the ability to create a team atmosphere with internal staff while achieving key objectives
Demonstrate maturity, confidence, and ability to operate independently
Demonstrate high moral and ethical behavior
SALARY and BENEFITS
Salary in the range of US$ 40,000 to $60,000 per annum
Vacation – 15 days
Standard Sick & Compassionate per law
Pension – standard per law of 5% up to the cap
Health – 100% of employee only cost on a premier plan
Annual discretionary bonus
Relevant professional qualifications subscriptions covered up to US$1,500 per annum.
Working hours, Job type, and location
o Hours: 8:30am – 5:30pm Monday to Friday o Job Type: Full-Time permanent position o The position is split with Trac Automotive, working 22.5 hours a week for Wavelength and 17.5 hours a week for Trac Automotive. o Location: Full time in office – Cayman Corporate Centre
