Float Assistant for top Financial Organisation in Green Park £21ph

Float Assistant for top Financial Organisation in Green Park £21ph (on-going temporary)

This is a float PA position, responsible for providing secretarial and administrative support to the Firm’s financial staff across various departments. 

Responsibilities:

• General Administrative Support
• Perform administrative duties (phones, meetings, travel, filing, faxing, copying, etc.) in an efficient and timely manner as directed.
• Expenses – Preparing and submitting expenses to online system.
• Collating expenses breakdown for client billing through Accounts Team.
• Maintain/update CRM database, including updating business contact information.  A thorough understanding of its functionality is essential (training will be given).
• Maintain Outlook Contacts database, inputting business cards etc.
• Draft, prepare and/or distribute documents on behalf of supported staff and others as requested.
• Provide additional administrative support to PAs when workload becomes excessive and/or where needed. Share best practices.
• Participate in office admin meetings and/or events.
• Support the Office Manager as required, and with ad hoc projects.
• Provide dedicated absence cover for all PAs, performing general administrative support as defined above, and specific tasks as shown below. 
• PA/Secretarial Support – Absence Cover
• Diary Management: arranging, rescheduling, and confirming appointments; keep executives updated of changes as required.
• Receive telephone calls, taking accurate messages and conveying as required.  Picking up calls for other members of staff when necessary.
• Liaising with clients, responding to their requests in an appropriate manner.
• Create/manipulate Word, Excel, PowerPoint documents for executives.  Draft correspondence and/or emails as requested. 
• Arranging meetings/lunches/dinners/events/Conferences as requested.
• Extensive and complex Travel Arrangements for the team.
• Create call reports using CRM database, ensuring accuracy of data.

Education / Skills / Experience Required  

• Demonstrated ability to efficiently coordinate general admin support.
• Excellent organisational, oral, and written communication skills; detail-oriented, and able to prioritise workload.
• Competent user of Microsoft Office products, including Excel.
• Fluent in English, additional European languages an advantage.
• A positive, flexible, responsive attitude, with the ability to take initiative and meet deadlines in a timely manner.
• Confident with an outgoing personality and practical approach to problem solving.
• Ability to effectively interact with all levels of staff and maintain confidentiality.
• Self-starter with a strong sense of ownership and a personal commitment to continuous improvement.