Senior Executive Administrator

Helitrope Ventures

Role & responsibilities

Director & Family Office Administration

• Manage complex calendars, correspondence, document flows, and follow-ups across multiple jurisdictions
• Ensure order, structure, and continuity across parallel initiatives and priorities
• Coordinate meetings, travel, and sensitive engagements on behalf of the Director

Legal & Documentation Coordination, and Compliance

• Draft, review, and manage legal, corporate, and personal documentation
• Coordinate with external law firms, notaries, trustees, banks, auditors, and advisors
• Maintain structured repositories for:
• Corporate records and statutory filings
• Shareholder and SPV documentation
• Trusts, wills, and legacy planning files
• Powers of attorney and authorizations
• Ensure documentation accuracy, version control, and secure access
• Ensure all filings and documentation are accurate, timely, and audit-ready

Family Legacy & Sensitive Matters

• Support legacy, succession, and family governance initiatives
• Handle sensitive personal and family matters with absolute confidentiality and emotional intelligence
• Track deadlines, obligations, and dependencies tied to long-term family interests

Strategic Support & Trusted Right Hand

• Anticipate the Directors needs, identify gaps, and proactively resolve issues
• Prepare briefing notes, summaries, and decision packs for review
• Act as a trusted gatekeeper and operational extension of the Director
• Exercise sound judgment on information flow, escalation, and access

Company & Office Administration

• Manage office systems, filing, correspondence, and confidential records
• Oversee office supplies, equipment, and vendor coordination
• Handle incoming and outgoing mail and sensitive documents
• Support facility management, maintenance, and workplace security

Human Resources & Financial Coordination

• Assist with employee onboarding and documentation
• Maintain confidential employee records and HR files
• Coordinate training, compliance, and internal processes
• Support administrative finance tasks such as:
• Expense tracking and reimbursements

Invoice preparation and payment coordination