Personal Assistant to Global Head and Team - IBD - Investment Banking

Administrative Assistant, Investment Banking, London

Must have worked within IBD Division of Investment Banking

We are looking for an experienced Administrative Assistant with prior Investment Banking experience to join our team in our London office. You will join the Investment Banking Administrative team with a focus in supporting our Bankers.

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the Banker, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

You will act as a trusted partner who thrives in a global environment that encourages excellence, rewards high performance, develops its associates, drives innovation, demands integrity, cultivates trust and teamwork, and promotes diversity and inclusion.

Responsibilities

• Diary management, including organising internal/external meetings
• Arranging conference calls and video conferences internally and externally
• Booking and making all necessary arrangements for complex domestic and international business travel
• Handling expenses using Concur system – with a general understanding of the bank’s policies
• Filing call reports on a weekly basis using Insight
• Pre-empt and highlight to the Business Manager out of policy expenses
• Ensure relevant Deal Related Expenses (DRE) is captured
• Develop knowledge of banker’s clients, transactions and specific individuals where possible
• Establish professional and effective communication at all levels with internal stakeholders, assistants in your area and cultivating relationships with external clients and their assistants
• Handling sensitive and confidential material and information
• Manage professional responses to telephone calls, taking ownership of queries
• Management of email system, prioritising and responding where appropriate
• Understanding the in all internal systems)

What we are looking for

• Proven administrative assistant experience preferably in Investment Banking Financial services environment
• Excellent communication skills at all levels written and verbally
• Confidence at dealing with people of all levels both internally and externally
• Proactive style and ability to work independently and as a team player
• Capable to multitask and prioritise
• Capable to work efficiently in a pressurised environment
• Excellent PC skills including Word, Excel, PowerPoint and Outlook
• Experience using Concur Accurate typing – approx. 50 wpm
• Flexible approach to overtime and out of hours working patterns
• Calm and professional attitude at all times
• Accuracy and numeracy

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