Offshore Senior Assistant

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

Originally posted on Himalayas