Assistant in City of Westminster

The Assistant provides administrative support to a team of Investment Professionals at different levels. Responsibilities include, but are not limited to, general administrative work. The position may also require providing additional support to other members of the team as and when needs dictate.

Primary Responsibilities

• Screen a large volume of incoming calls and greet guests in a professional and courteous manner.
• Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and coordinate visas.
• Schedule and organize meetings, conferences and off‑sites including all related logistics.
• Prepare and edit relevant materials for the team, including Word documents and Excel spreadsheets.
• Establish, develop, maintain and update filing system.
• Allocate and process expenses for professionals, including American Express and out‑of‑pocket expenses using the Concur expense management system.
• Handle recruitment coordination and logistics for new employees on the team.
• Compose strategic communications such as letters, memos, invitations, agendas and correspondence related to all projects and on behalf of executives.
• Edit for accuracy and clarity of final copy; proofread for spelling, grammar, and format consistency, making appropriate changes.
• Manage work priorities independently and respond to business outside of normal business hours as needed.
• Perform other related general administrative tasks for executives as assigned and required.
• Use FedEx and other services to send and track priority mail.
• Coordinate closely with the team and other assistants to provide phone coverage and backup assistance.
• Allocate and code invoices using PeopleSoft system as needed.
• Facilitate vendor onboarding process.

Qualifications & Experience

• Bachelor’s Degree or five or more years of administrative assistance experience or training, or an equivalent combination of education and experience.
• Ability to thrive in a fast‑paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines.
• Strong initiative and ownership of responsibilities – must demonstrate a proactive, positive attitude toward given tasks, plan ahead for potential issues, and take appropriate action.
• Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy.
• Superb written and verbal communication skills.
• Strong attention to detail when composing and proofing materials is required.
• Team‑oriented and collaborative attitude is a must.
• Extensive knowledge of Microsoft Outlook and proficiency in Excel, Word and PowerPoint.
• Working knowledge of office administrative procedures and operating standard office equipment.