This role is providing administrative support to various teams and Heads of Department within Amundi (UK) Limited. This will include:
- Acting as a first point of contact and thereafter sharing workload responsibilities with other members of the Administration team.
- Support for Heads of Department / Management team
- Organising business trips for the relevant departments including booking flights, hotels, taxis and scheduling itineraries, and using initiative to resolve sudden changes to itineraries/schedules.
- Calculating and processing expense claims from business trips.
- Controlling and submitting of expenses claims for approval.
- Maintaining diaries including arranging appointments.
- Protecting and ensuring the confidentiality of all information.
- Act as ‘gatekeeper’ for diary and pro-actively ensure diaries do not have clashes, use initiative to find resolutions and workarounds, highlight conflicting appointments.
- Preparing general correspondence, including confidential documents, and drafting responses to correspondence.
- Organising incoming and outgoing mail, courier services, special delivery requirements.
- Support for the other members of the team as and when needed.
- Handling overseas visitors agendas.
- Committees – scheduling numerous senior level meetings and preparing documents.
- Screening telephone calls, taking and conveying messages where appropriate.
- Providing admin/facilities support as and when needed.
- Frequent liaison with Paris office to assist with meetings and visitors etc.
- Printing and collating all documentation as required.
- Organising other ad-hoc internal and external meetings.
- Meeting minutes taking
- Providing support in the preparation of client events
- Provide support with internal/external events
- Creation of promotional posters/material for these events
- Creation and maintenance of the London Branch Sharepoint (intranet)
- Providing reception lunch/holiday cover when necessary
- Providing admin annual leave coverage for the admin team
- Update the attendance report on a regular basis
- Supporting with any other ad-hoc administrative/facilities support
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