Requisition ID: 214727
Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.
Purpose
Role is responsible for assisting and supporting:
MD & Head Global Capital Markets Europe
MD - Head of European Prime Services
MD & Head of DCM & DPG, Europe/APAC & SSA
Accountabilities
Provide full sectorial and administrative support, including memos, reports, PowerPoint presentation design, photocopying and emailing related tasks. Scaling down MD’S inboxes and replying where relevant to emails and/or flagging urgent to them.
Diary management including scheduling of internal and external meetings, client lunches and dinners, interviews, including arranging conference room bookings, video conference bookings, calendar updates and attendance confirmations (arranging appropriate refreshments and ensuring technical requirements are accounted for). Arranging and coordinating large corporate client dinners within London and abroad-seeking relevant and appropriate venues, choosing menu options which cater for all dietary requirements, coordinating seating plans, name plates and badges, flowers and general decoration. Where relevant arranging all team travel to and from venues including flights and hotel accommodation.
Arranging and booking global travel for the MD’s and the team plus any other ad-hoc members. Working across different time zones, liaising with travel agents, airlines, hotels, taxi firms, etc. Ensure any Visa requirements are attended to. Coordinating with business partners in other locations to arrange meetings and coordinate schedules during travel. Arrange cars and full schedules to and from meetings in London and abroad. Being the front line person for anyone visiting any of the above business lines from overseas offices. This would include making sure they have somewhere to sit and/or a meeting room, a full schedule of meetings, drinks and dinner with the team and being their right hand person once they are in the office this obviously would include any ad-hoc duties that may arise. Processing of expenses for travel and other business related expenses making sure these are within the relevant policies, get them approved and send to accounts but keeping copies.
* Assist with ad-hoc tasks and projects which are abundant
* Drafting PowerPoint presentations and board decks when needed to a high standard
* Organising who is in the office and the logistics around that, working closely with the facilities team around seating arrangements
* Taking care of MD’s personal appointments and other such tasks.
Dimensions
Role will involve coordinating with internal partners in these locations and around the globe, in different time zones, of various levels seniority dealing with a wide variety of issues and large volumes of work.
Education / Experience
* Solid prior experience at the personal assistant level, ideally with trade floor experience
* Excellent typing skills and accredited secretarial training and/or equivalent experience
* Pro-active diary management
* Advanced knowledge of Microsoft applications (including Word, Excel and PowerPoint)
* Solid prior experience of preparing PowerPoint documents for the team
* Strong written and verbal business communication skills.
* Excellent organisational and time management skills with the ability to perform work to a high standard of accuracy within a specified timeframe. Capable of simultaneously handling multiple tasks.
* Well-developed interpersonal skills in order to provide a high level of service
* Able to recognize and handle sensitive and confidential information
* Self-motivated, confident and capable of working both independently and in a team environment
* The candidate must project a positive professional image, tactful, diplomatic and politely persistent, exercising confidentiality at all times. The ability to maintain composure, effectiveness and flexibility while under pressure is essential.
* Sound judgment and awareness of operational activities and responsibilities are essential to assess the urgency and/or confidential status and importance of all enquiries and requests.
* Recognize potential problems, effectively communicate these, recommending solutions
* Strong communication skills plus cultural awareness is essential
Location(s): England : Greater London : London (UK)
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