Prime Purpose of Role
The primary purpose of this role is to provide comprehensive support to the Head of Distribution – International, as well as to assist other members of the Distribution team as needed, capable of managing a variety of tasks to facilitate the smooth operation of the team.
Main Responsibilities
Diary management for the Head of Distribution:
* Ensure optimal and strategic use of the Executive’s time by efficiently managing diary scheduling.
* Proactively respond to and manage invitations, meeting requests, and scheduling conflicts with a high level of professionalism and discretion.
* Coordinate and arrange both internal and external meetings with stakeholders, ensuring seamless logistics and adequate preparation.
* Provide proactive guidance on time management, priorities, and action points, assisting the Executive in achieving key objectives and maintaining focus on high priority tasks.
* Oversee arrangements for domestic and international travel, including coordination of flights, accommodation, and transportation.
Meeting Management
* Take full ownership of planning and preparing for meetings, ensuring all relevant documents and materials are distributed in advance.
* Provide comprehensive briefing to the Executive ahead of each meeting, ensuring they are thoroughly prepared with key talking points, background information, and agenda items.
* Take charge of meeting logistics, including room bookings, catering, technology setups, and necessary preparations, ensuring all meetings run smoothly.
Extensive Inbox Management
* Monitor the Executive’s inbox continuously throughout the day, providing prompt and accurate responses on their behalf where appropriate, ensuring the efficient handling of emails.
* Prioritise and flag urgent or critical emails, ensuring that the Executive is aware of high-priority items and able to respond within required timeframes.
* Maintain oversight of the Executive’s sent items to ensure timely and appropriate follow-up on emails, tracking responses to ensure all communications are addressed.
Process Improvement And General Administration
* Continuously assess and recommend process improvements that drive efficiency and effectiveness within the Executive’s operations.
* Oversee and track expenses and invoices, ensuring that they are processed in a timely manner and in accordance with company policies.
* Manage the Executive’s expense claims.
* Perform general administrative duties as required.
Additional Responsibilities
* Provide backup support to other Executive Assistants during periods of absence.
* Assist front-of-house activities as required.
* Offer general assistance on ad-hoc projects and tasks as needed.
These duties require a high degree of professionalism, attention to detail, and proactive problem-solving to ensure the success of the Distribution team and the Executive.
Regulatory Responsibilities
To conduct themselves in accordance with the regulatory requirements and obligations of the regulated entities (as well as any other required local regulatory approvals and/or codes of ethics).
Key Skills
* Highly proactive and organised, with experience supporting Executive/C-suite individual.
* Strong attention to detail.
* Flexible style, adapting to audience/situations as appropriate.
* Proven ability to exercise discretion and handle confidential and sensitive information professionally.
* Team oriented and collaborative approach to work.
* Willingness to drive process improvements and utilise systems and tools to drive efficiencies.
* Excellent oral, written and interpersonal communication skills.
* Good working knowledge of Excel, Word, Outlook, PowerPoint, and additional knowledge of systems such as Salesforce and Concur (though this is not essential).
* Succinct and professional written and spoken English.
* A genuine interest or willingness to learn about basic economic, financial and investment matters and this may also extend to undertake basic investment qualifications such as the IMC.
Equal opportunities statement
At J O Hambro Capital Management (JOHCM), we are committed to fostering a workplace that embraces diversity, equity, and inclusion. We believe that every individual, regardless of their race, gender, sexual orientation, age, religion, disability, or any other characteristic, brings unique perspectives and strengths to our team. We are dedicated to providing equal opportunities for all qualified candidates and creating an environment where everyone feels valued, respected, and empowered to contribute their best work. We actively encourage applications from individuals with diverse backgrounds and experiences, as we strive to build a workforce that reflects the rich tapestry of our global community. Join us in our journey to cultivate an inclusive workplace where talent thrives and where everyone has an equal opportunity to excel and succeed.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Investment Management
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