Administrative Assistant

Location
England, London
Salary
£30000 - £32000 per annum
Posted
24 Jun 2019
Closes
12 Jul 2019
Ref
EMW/AA1
Contact
Lizzie Wylie
Job Title
Administrator
Industry Sector
Banking / Finance
Contract Type
Permanent
Hours
Full Time

Admin Assistant - West End - £30K-£32K

We have a superb opportunity supporting the members of a busy PA/admin team. You should be hungry to learn and really happy to muck in. This is an exciting role for an administrator who is wanting to be a lynch pin to the team and also learn about being a superb EA.

Responsibilities/ Duties

  • Providing float cover to all admin team desks including reception when team members on annual leave, out of the office or unwell.
  • Assisting the admin team with all central admin tasks and taking on overflow of work from the admin team.
  • Covering reception for an hour a day during the receptionists lunch break.
  • Supporting members of the wider team with their business and administrative requirements with a particular focus on providing administrative support to the marketing team.
  • Excellent telephone manner. Answering phones and directing calls to the appropriate parties in an efficient and professional manner. Taking clear and concise messages and passing these on accordingly.
  • Scheduling and coordinating international and domestic travel including flights, trains, hotel and ground transportation.
  • Coordinate necessary visa and passport renewals.
  • Extensive coordination of busy and complex diaries with continuous changes to schedules and priorities in different time zones.
  • Arranging cars and taxis or proposing public transport solutions for transport to and from meetings.
  • Prepare and submit team expenses.
  • Maintaining various databases in word, excel and outlook. Examples of this may include logging records of conferences and subscriptions.
  • Taking responsibility for some central administrative tasks and working autonomously to ensure records are maintained, deadlines are met and any necessary actions are taken. Examples of this may include maintaining the central filing system and offsite archiving, entering records onto the CRM system.
  • Preparing agendas and other relevant materials for key meetings.
  • Creating and editing both PowerPoint and Word presentations.
  • Printing and binding documents.
  • Maintaining general office filing both soft and hard copy.
  • Typing reports and correspondence.
  • Ensuring all costs incurred for the company have an appropriate deal reference attached to them.
  • Filing current, closed and potential deals. Maintaining a central file (soft and hard copy).
  • Assist with unpacking of food and stationary deliveries for the 4th floor kitchen.
  • Willingness to assist with all manner of tasks. Examples of this may include laying out lunches, making hot drinks, running errands and keeping the office clean and tidy.
  • Liaising and assisting IT support. Notifying our IT consultant of any IT issues arising and logging the relevant details on the IT log. Tackling simple IT tasks. Checking for obvious explanations for problems such as power supply or restarting the machine. Learning how issues were fixed so that if the problem arises again the team assistant can endeavour to tackle the issue where appropriate.
  • Fire warden.
  • Additional duties and tasks as required.

Skills

  • Excellent verbal communication skills with the ability to exercise, good judgement and diplomacy.
  • Ability to respond to variable workflow and maintain composure in a high-pressure environment.
  • Strong PC skills, including outlook and MS office (all to an advanced level).
  • Attention to detail and accuracy.
  • Reliable attendance and punctuality.
  • Handle information in the form of reports, correspondence and conversations, in a manner which ensures confidentiality.
  • Capability to manage multiple tasks and priorities in tight time deadlines and possess strong problem solving ability.
  • Confidence to manage upwards in an appropriate manner.
  • Ability to work as part of a team supporting other administrative and investment team members.
  • Ability to get along with people at all levels and ensure a calm and professional working environment.

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