Team Exec Assistant

Team Executive Assistant

6-month Fixed term contract

We have an exiting opportunity for a Team Executive Assistant to join a rapidly growing finance consultancy providing hands on finance and commercial expertise and support to finance directors and senior teams to assist them through demanding and often unusual periods of change, based in The City Of London! Our client is looking for a Team Executive Assistant who can work well under pressure, has effective organisational skills and is able to work well individually and within a team.

Salary: up to £44,000

Main responsibilities:

• Coordinating the weekly team meetings through scheduling and collating relevant information, issuing agendas, noting actions etc.
• Working with the social secretary to plan and run social events including away days and social evenings
• Supporting the HR lead as necessary
• Assisting as necessary with travel arrangements for team members
• Acting as the liaison for the office services contract
• Arranging and overseeing any re locations or reorganisations
• Maintaining up to date office template document formats and content
• Ad hoc office support (e., answering phones, distributing post, stationary, kitchen supplies, booking meeting rooms, managing confidential waste disposal, keeping kitchen and meeting rooms tidy)
• Meet and greet clients
• Assisting delivery teams with client facing materials (reports, agendas, other deliverables)
• Setting up new projects and information on the time recording system
• Maintaining an up-to-date log and hard copies of signed engagement letters
• Recording signed client non-disclosure agreements, monitoring active timescales and alerting the team when existing ones expire
• Assist with weekly project financial reporting and resource planning including invoice raising
• Maintain accurate and up to date project information in the CRM
• Coordinating support for creation of marketing material including website updates
• Checking CRM entries for missing info and liaising with the Account managers to complete the information
• Managing the day-to-day relationship with the IT supplier to ensure systems work effectively and any problems arising are resolved quickly
• Managing the repair and replacement of IT equipment with suppliers
• Assisting with the management of systems implementations and upgrades
• Recording supplier invoices and log for payment in Quick Books
• Allocating centrally invoiced costs such as room hire and conference calls to projects, liaising with the relevant project leads
• Providing support to the Partner to enable the processing of payroll and expenses
• Resolving supplier queries
• Preparing minutes and associated resolutions for board meetings
• Supporting and coordinating recruitment activity as required by the senior managers

If you are interested and feel as though you would be a great fit, please apply today!