Administrative Assistant

London Source: WhatJobs

See advert for pay

London | 4 days a week in the office

The role is responsible for the delivery and execution of administrative business support to an Executive team within a Global Investment Management business.

General responsibilities include supporting the Executive support team in covering calendar management, supporting office operations, and coordination of events and team activities. The ability to anticipate needs, stay organised, utilise resources proactively, and work to a high standard will be critical to be successful in this role.

Success in the role requires someone who consistently keeps the team’s goals top of mind, is two steps ahead by completing tasks independently to a high standard. The role suits someone who can sustain their motivation, is action-orientated, resourceful, organised, and collaborative with excellent attention to detail. A strong understanding of core administrative business processes is essential.

Key responsibilities:

Supporting the executive team organising internal and external meetings as well as ad hoc meetings for the executive team – involves accommodating different time zones and locations seamlessly, including the coordination of meetings and video conferences
Booking and making all necessary arrangements for business travel for the team and processing and tracking expenses in line with company policy using the Concur system
Planning and coordinating internal and external events (e.g., Town Halls, strategy sessions, conferences, and social events) whilst ensuring that logistics are adequately managed to ensure that all events run smoothly
Serving as the main point of contact for external visitors and coordinate with operational teams to ensure compliance with security protocol/procedures
On-boarding and set up for new joiners on the team
Use of CorpAxe & CBC Meetings calendar
Production of materials and documentation where needed
Supporting Executive team platform initiatives and projects on an ad-hoc basis

Key Skills/Experience:

Corporate administrative experience, ideally within a large financial services business.
Ability to seamlessly manage multiple tasks with a high degree of accuracy and meet deadlines in a high-pressure dynamic team environment.
The ability to maintain focus, complete tasks in a timely manner, set realistic timeframes for completion and provide updates as timelines change
A fast learner with a proactive attitude and strong sense of urgency about getting work done
A flexible attitude and an ability to adjust or reprioritize and assume additional responsibilities as required and to work independently and calmly in a multi-task fast-paced environment. whilst being self-motivated
Ability to proactively anticipate needs and make sound decisions with minimal direction.
Responsive and thoughtful around requests coming from within and outside of the FE platform; with a flexible and solutions-orientated approach to planning
Proven team-player with a can-do approach
Partner effectively with the executive team and broader administrative professional community
Professional, polished conduct in all aspects, possessing collaborative interpersonal skills
Absolute discretion and appropriate handling of highly sensitive information are essential
Excellent communication skills (written and verbal)
Tech savvy with advanced knowledge of latest office technology and strong proficiency in Microsoft Office and collaboration tools (Microsoft OneNote)