Executive Assistant supporting 5 Professionals- Private Equity

Private Equity Firm

Executive Assistant to 5 Investment Professionals

£35,000-45,000 per annum + excellent benefits 

West End

Permanent 

Responsibilities include:

The responsibilities of an Executive Assistant are:

• Travel Arrangements:  

o Coordinate travel to companies, portfolio companies, tradeshows and conventions, as well as coordinate broker visits

o Understand travel preferences 

o Provide itineraries and organize travel packets

o Enter all travel information in Outlook calendars

o Assist with airline check in and include boarding passes in travel packet or send boarding passes via email 

o Coordinate coverage for those you support if you are out and let your group/travel agent know who will be covering 

• Manage Outlook/Calendars/Meetings: 

o Maintain contacts

o Schedule meetings

o Update calendars 

o Enter time-off in the Human Resources database

o Coordinate equipment, technology support, meals and other logistics as needed

• Expense Management:  

o Create American Express & Cash expense reports in Concur System on a monthly basis

o Collect and organize receipts

o Help to monitor and control travel costs and expenses when possible

• Phones/Visitors:  

o Answer phones for those you support and others in your area

o Screen and announce calls before transferring to appropriate person

o Welcome guests by greeting them in a professional manner and escorting them to the appropriate conference room 

• Document Management and Production:

o Copying, e-mailing, faxing, filing, mailing, overnight/shipping as required

o Print and collate IC decks and banker books and other documents as needed, including across offices

o Prepare and edit correspondence, communications, presentations and other documents

o Sort incoming mail for those you support

o Handle confidential information with the utmost professionalism 

o Maintain and organize paper and electronic files 

o Prepare PowerPoint presentations 

o Format and/or prepare Excel spreadsheets 

• Order and manage publication subscriptions 

• Off-hours assistance as needed

• Ad hoc projects

Competencies Required for the Role:

• Communicate clearly, efficiently and effectively

• Demonstrate the knowledge and skills needed to accomplish your job responsibilities

• Demonstrate commitment to team camaraderie and engagement

• Work co-operatively with others to deliver business results

• Demonstrate a high degree of initiative, commitment and drive

• Appropriately prioritize and deliver the highest quality work product

• Has strong attention to detail and strong organizational skills

• Identify and assess problems/issues and use sound judgment to develop solutions

• Take ownership and use creativity to accomplish assigned tasks 

• Take a proactive approach to all responsibilities and look for ways to provide leverage to those you support

• Operate efficiently in order to successfully achieve individual and group results 

• Can be entrusted with confidential information and demonstrate the highest degree of discretion and integrity at all times.

• Share your knowledge with the team and other colleagues and be open to hearing ideas and suggestions of others

Please send your CV for immediate consideration.