Executive Assistant to MD/Global Director- Investment City

THE COMPANY:


My Client a Private Equity company based in the heart of the City are looking for an Executive Assistant to join their busy team. The successful candidate will have experience as an EA having supported at Board Level. This is a fantastic opportunity to join a well established company. The role is a true EA with the opportunity to travel globally with the Group Director. The role is a high level role and I need candidates that have exposure to board within a finaancial services institution.


THE ROLE:

• To provide EA support to the Global Head of Capital Markets, Head of Funds and MD of London
• Proactively build relationships and be a key contact for board members, Divisional Directors and other EA’s within the business.
• Develop relationships with our external clients and their PA's, and our key contacts.
• Behave professionally and discreetly with confidential and sensitive information.
• Daily organising and management of diaries.
• Organise external and internal meetings, arranging facilities as necessary and circulating appropriate agendas and papers beforehand in a timely manner and arrange refreshments when appropriate. 
• Attend quarterly & monthly Management Board Meetings and take accurate minutes.
• Preparation of annual meeting schedules and reporting schedules.
• Manage the process and produce monthly Board Reports for Engineering Services and submit in accordance with PLC submission dates.
• Arrange and coordinate Business Planning process in line with Group timescales including timetables, away days and external final Business Plan presentation to employees. 
• Arrange internal staff events ie Christmas Party, AGM etc
• Booking restaurants for breakfast/lunch/dinner
• Booking national and international travel and coordinating itineraries
• Organise client business trips.
• Occasionally deal with personal travel and events
• Creation of quality PowerPoint presentations for internal and external use
• Proactively build and maintain positive relationships with directors, associated colleagues and external contacts
• Collation and processing of company and personal expenses.
• Checking of employee expenses prior to approval by relevant director, ensuring they are processed to accounts in a timely manner.
• Involvement with organisation of key name entertainment and marketing events.
• Organise induction itineraries for key new staff as required.  
• Recruit and oversee project support staff. Manage allocation and reallocate when required and arrange holiday cover using agreed PSL and rates when necessary.
• Build a solid relationship with HR team and liaise with them on recruitment, probations, leavers and any other HR administrative areas. 
• Manage Aldgate House desk allocation for Engineering Services. Organise and coordinate new desk layouts as and when required.
• Maintain an awareness of past and present projects, contacts, clients etc
• Screen telephone calls, messages, correspondence and documentation and deal with or delegate where applicable.

THE PERSON:

• Previous Experience as a EA
• Desirable - Financial Services Experience 
• Excellent Communicational Skills

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