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

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  Manage outbound and inbound KYC processes for counterparties and vendors
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  Coordinate collection and maintenance of compliance documentation under tight deadlines
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  Maintain compliance calendars across multiple jurisdictions including regulatory filings and UBO requirements
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  Liaise with external legal counsel on routine legal and administrative matters
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  Support document legalization processes including translations and apostilles

Finance & Administrative Support

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  Review and route invoices to external accountants
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  Verify expenses, payment requests, and time-off submissions
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  Maintain consolidated payment tracking and oversee corporate cards and petty cash
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  Assist with bank signatory administration and mandate management
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  Prepare light financial reporting and consolidate quarterly financial information from FR/UK/ES entities

HR, IT & Office Coordination

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  Support HR administration including contracts, onboarding, employee files, and probation tracking
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  Coordinate with French training-funding bodies (OPCO)
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  Liaise with external IT service providers and manage SaaS subscriptions and inventories
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  Maintain SharePoint and data room organisation and hygiene
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  Coordinate office logistics including mail handling, supplies, and website content updates

Travel, Events & Vendor Coordination

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  Arrange business travel and accommodation
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  Coordinate annual offsites and board scheduling
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  Manage insurance renewals and claims
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  Track vendor contracts, subscriptions, renewals, and cancellations

Requirements

Essential Experience & Skills

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  5–10 years of relevant professional experience at a senior operational or executive support level
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  Fluency in both English and French
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  Experience within a family office, private equity, asset management, fiduciary, law firm, audit firm, or structured SME environment
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  Strong organisational and multitasking abilities
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  Proven ability to operate autonomously and manage multiple workstreams under pressure
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  High level of discretion and professionalism with confidential information
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  Strong Microsoft 365, SharePoint, and basic Excel skills
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  Familiarity with KYC, AML/CFT processes, and basic bookkeeping principles
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  Experience working across multinational environments including France, Switzerland, UK, and Spain

Preferred Attributes

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  Excellent communication and stakeholder management skills
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  Strong attention to detail and follow-through
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  Calm, solutions-oriented approach in fast-paced environments
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  Reliable, proactive, and highly accountable