Executive Assistant
- Recruiter
- Paragon Personnel Ltd
- Location
- Canary Wharf, London (Greater)
- Salary
- 21ph
- Posted
- 03 Dec 2018
- Closes
- 31 Dec 2018
- Ref
- cm115
- Job Title
- EA
- Industry Sector
- Banking / Finance
- Contract Type
- Contract
- Hours
- Full Time
Company Profile:
My client is a leading global financial services firm providing a wide range of investment banking, securities and investment management services. The Firm's employees serve clients worldwide including corporations, governments and individuals from more than 1,200 offices in 43 countries.
As a market leader, the talent and passion of our people is critical to our success. Together, we share a common set of values rooted in integrity, excellence and strong team ethic. Can provide a superior foundation for building a professional career - a place for people to learn, to achieve and grow. A philosophy that balances personal lifestyle, perspectives and needs is an important part of our culture.
Reporting Line:
This role reports to the Office Manager for Technology in EMEA.
Primary Responsibilities:
An experienced Assistant is required to provide a fast and efficient service to four MDs in the Technology division. Working alongside a team of Assistants, this individual will be required to develop trusting relationships and promote the value of teamwork throughout the organisation. Key responsibilities include:
- Managing very busy schedules in Outlook, ensuring there are no clashes and using initiative to find resolutions and workarounds.
- Arranging all internal and external meetings (including booking conference calls, meeting rooms, and AV).
- Quickly understanding Managers’ key stakeholders and priorities to enable proactive response and ability to pre-empt requirements.
- Intercepting and resolving queries and issues wherever feasible to minimise impact on Managers.
- Devising and maintaining processes to facilitate a highly organised environment, ensuring Managers can be as efficient as possible.
- Tracking outstanding actions and information requests on behalf of Managers, chasing responses and updates when required.
- Collating agendas for key meetings.
- Preparing, printing and collating all meeting documentation, as required.
- Attending meetings to take minutes and capture actions, as required.
- Co-ordinating and booking all travel, including flights, hotels, currency, taxis etc. within the Firmwide Expense Policy.
- Ensuring itineraries are organised in advance of business trips, along with any visas and country specific information/policies, as relevant.
- Processing expenses in a timely manner within Firmwide policy.
- Providing administrative support for any ad hoc projects, including offsites, onsites, social events, etc.
- Extensive verbal and written interaction with internal colleagues and external parties.
- Developing good working relationships with other Assistants across regions and divisions.
- Implementing/maintaining filing systems, as relevant.
- Working with buddy to ensure consistent Assistant coverage during holidays and sickness.
- Ensuring handover notes are kept up to date for ease of coverage and to enable a seamless transition each week between job share partners.
- Managing space/desk moves for the team.
- Working with hiring managers to onboard new hires.
Candidate Specification:
- Proven track record in a similar role.
- Ability to maintain confidentiality on all aspects of workload.
- Confident and friendly personality required - someone who is approachable and able to liaise with people at all levels to achieve work goals.
- Ability to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently.
- Pro-active, ‘can do’ approach – able to extract information from busy managers.
- Ability to use own initiative and judgment.
- Highly organised and capable of multi-tasking to meet deadlines.
- Large amount of flexibility.
- Articulate; an effective communicator with clear and concise written and verbal communication skills.
- Discreet, professional manner.
- Attention to detail.
- Good organisational skills and able to follow up outstanding items, as necessary.
- Strong team player.
- Excellent time/priority management skills.
- Strong working knowledge of all Microsoft applications, including Word, Excel and PowerPoint skills.
- Graduate preferred though not essential.
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