We are seeking a highly organised, discreet, and autonomous Operations & Executive Coordination Associate to support the VP Operations in a dynamic multi-jurisdictional environment. This is a full-time remote role supporting a broad operational scope across compliance, finance administration, HR coordination, travel management, and executive operations.
The VP Operations oversees a blend of COO and Chief of Staff responsibilities across the fund’s middle office and finance function. The successful candidate will report directly to the VP Operations and must be capable of operating independently from day one while engaging confidently with senior external stakeholders including legal counsel, advisors, and executive assistants of shareholders.
Key Responsibilities
Compliance, KYC & Legal Coordination
Manage outbound and inbound KYC processes for counterparties and vendors
Coordinate collection and maintenance of compliance documentation under tight deadlines
Maintain compliance calendars across multiple jurisdictions including regulatory filings and UBO requirements
Liaise with external legal counsel on routine legal and administrative matters
Support document legalization processes including translations and apostilles
Finance & Administrative Support
Review and route invoices to external accountants
Verify expenses, payment requests, and time-off submissions
Maintain consolidated payment tracking and oversee corporate cards and petty cash
Assist with bank signatory administration and mandate management
Prepare light financial reporting and consolidate quarterly financial information from FR/UK/ES entities
HR, IT & Office Coordination
Support HR administration including contracts, onboarding, employee files, and probation tracking
Coordinate with French training-funding bodies (OPCO)
Liaise with external IT service providers and manage SaaS subscriptions and inventories
Maintain SharePoint and data room organisation and hygiene
Coordinate office logistics including mail handling, supplies, and website content updates
Travel, Events & Vendor Coordination
Arrange business travel and accommodation
Coordinate annual offsites and board scheduling
Manage insurance renewals and claims
Track vendor contracts, subscriptions, renewals, and cancellations
Requirements
Essential Experience & Skills
5–10 years of relevant professional experience at a senior operational or executive support level
Fluency in both English and French
Experience within a family office, private equity, asset management, fiduciary, law firm, audit firm, or structured SME environment
Strong organisational and multitasking abilities
Proven ability to operate autonomously and manage multiple workstreams under pressure
High level of discretion and professionalism with confidential information
Strong Microsoft 365, SharePoint, and basic Excel skills
Familiarity with KYC, AML/CFT processes, and basic bookkeeping principles
Experience working across multinational environments including France, Switzerland, UK, and Spain
Preferred Attributes
Excellent communication and stakeholder management skills
Strong attention to detail and follow-through
Calm, solutions-oriented approach in fast-paced environments
Reliable, proactive, and highly accountable
? Location: Remote ? Full-Time Position
