Executive Assistant

Our leading investment banking client is looking for an Executive Assistant on a 6 month contract, inside IR35, with a view to extend further.

Please note this is a floating role which will require you to work with a number of executives inside the bank.

Key Responsibilities

• Diary management to allocated Executive Managers : Act as gate keeper, maintain, organise and plan ahead to ensure the smooth running of day to day
• Pay attention to any changes or amendment of schedule and make sure your Executive is informed in a timely manner.
• Leverage your knowledge/experiences to take initiative in better organising the diary and plan/think ahead in advance to avoid delay/ issues.
• Be ready to question meeting to organize and raise alternative ideas proactively when appropriate
• Coordinating with other Exec assistants internal and external, to understand management whereabouts and to provide seamless cover at all times
• Arranging weekly management meetings: collecting slides, prepare agenda using powerpoint/pdf and distribute them via email/SharePoint
• Screening and prioritizing phone calls and emails
• Coordination of conference calls (internal and external) and appropriate meeting room bookings in accordance with internal systems based on requirements
• Booking Business trips including the organisation of transport, travel itineraries and visa requirements by following the bank policies and procedure
• Organising internal Townhalls, off and on-site seminars, gathering for your Executive managers
• Ensuring all expenses has been processed following the Group and Global Markets procedure and policies
• Anticipate needs and proactively addressing them
• Building and maintaining professional relationships
• Demonstrating strong organizational and multitasking skills
• Providing seamless support while working from Home

Additional Support:

• Providing seamless cover for other assistants during lunchtimes, and covering telephone lines as and when necessary – taking messages accordingly
• Providing seamless cover for other assistants during holidays and sickness absence
• Close collaboration with the other assistants to ensure a consistent and streamlined service is provided across all teams and globally.
• Actively participating as a team player (participating and attending Team meetings)
• Creating and Managing Distribution List
• Organising your cover during your absence to ensure business continuity

Knowledge, Skill and Experience

• Executive Assistant experience within financial services
• Understanding of Compliance and Regulatory requirements
• Skilled in the use of a range of standard computer software, e.g. Microsoft Office, email.
• Good written and oral English language skills
• A focus on accuracy and attention to detail, coupled with the ability to spot errors and use a common-sense approach to prioritising workload.
• Ability to build and maintain effective working relationships
• Excellent communication and interpersonal skills
• Strong organisational and time management skills
• Ability to juggle many tasks at the same time