Executive Assistant in City of London

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 activities.
• Pay attention to any changes or amendments 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 delays/issues.
• Be ready to question meetings to organise and raise alternative ideas proactively when appropriate.
• Coordinating with other Executive assistants internal and external, to understand management whereabouts and to provide seamless cover at all times.
• Arranging weekly management meetings: collecting slides, preparing agenda using PowerPoint/PDF and distributing them via email/SharePoint.
• Screening and prioritising 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 procedures.
• Organising internal Townhalls, off and on-site seminars, gatherings for your Executive managers.
• Ensuring all expenses have been processed following the Group and Global Markets procedure and policies.
• Anticipate needs and proactively address them.
• Building and maintaining professional relationships.
• Demonstrating strong organisational and multitasking skills.
• Providing seamless support while working from home.
• Being responsive and available.
• General services management including but not limited to photocopying, filing and archiving, scanning, ordering magazines, stationery, payment of invoices, arranging couriers, business cards, managing distribution lists, approving requests on behalf of your Executives by following the bank policies and procedures.
• Other ad-hoc tasks requested by Executive Managers.

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 lists.
• 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.