Team Assistant in Private Equity

London (Central), London (Greater)
£30,000 to £35,000 plus £2,000 lunch allowance
08 Nov 2016
06 Dec 2016
Job Title
Industry Sector
Banking / Finance
Contract Type
Full Time

Team Secretary within Private Equity
West End based
£30-35k + £2K lunch allowance

Working as part of the Support Staff Team this newly established role will provide dedicated secretarial support to the Principals, Associates and Analysts. Team secretaries will each support 5-6 nominated Executives and work closely with the wider support team, sharing workload and demonstrating a high degree of teamwork and flexibility to ensure requirements are met. The role has a strong focus on diary management, travel scheduling and expense administration with responsibilities including but not limited to:

• Full secretarial duties
o High volume of scheduling and diary management to include meetings, conference calls and VCCs, using Outlook, and often involving multiple attendees
o Rescheduling commitments, often at short notice, due to changing business needs
o Accurate and fast typing
o Some project documents & presentations, mainly using PowerPoint and Word.

• Extensive global business travel planning
o Using on-line booking tools & other travel management systems to organise all necessary travel including compiling complex multi-destination itineraries, arranging visas and having good regard to time zones, transfer time etc
o Maintaining compliance with the company's Global Travel Policies & preferred vendor programmes
o Compiling & maintaining travel records for tax purposes

• Expense administration
o Complex multi-currency expenses using Concur Travel & Expense tool
o High numeracy skills for managing & reconciling expenses & financials using automated expense system
o Corporate credit card responsibilities.

• Communication & confidential liaison between the company and its associates, representatives and business interests. First class professional and discreet manner for screening and handling all telephone calls, e-mails - internal and external
• Support and assist as required other Team Secretaries and Executive Assistants whom are either absent or have a heavy workload
• Other duties as required.

Individual Specification:
• Excellent secretarial skills including advanced knowledge of MS Office with an emphasis on Outlook
• High level of attention to detail
• Excellent standards of spelling, grammar and numeracy and professional telephone manner
• High degree of flexibility, able and happy to work as part of a team
• Able to remain calm under pressure, demonstrate resilience and a ‘gets things done’ attitude
• Confidentiality & discretion paramount
• Confident prioritising and multi-tasking
Other information and benefits:
• Basic hours of work 40 hours per week. Standard hours 0900 to 1800. Flexible approach, essential to cover longer hours as and when required. One hour lunch break. Overtime payable at time and a half, applicable upon completion of 40 hours
• 25 days’ holiday
• 1 Personal Day
• Lunch Allowance £ 2,200 per annum (discretionary)
• PMI (private medical insurance) at this time held with BUPA
• Membership to Private Dental Scheme at this time held with Denplan
• Membership to PHI & Life Insurance programmes