At a Glance
- Tasks: Support executives by managing diaries, coordinating meetings, and organising travel arrangements.
- Company: Leading investment banking firm with a dynamic work environment.
- Benefits: Competitive pay, flexible working options, and opportunities for professional growth.
- Other info: Collaborative culture with opportunities to cover for colleagues and enhance teamwork.
- Why this job: Join a fast-paced team and develop your organisational skills while making an impact.
- Qualifications: Experience as an Executive Assistant, strong communication skills, and proficiency in Microsoft Office.
The predicted salary is between 50000 - 70000 £ per year.
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.
- Pay attention to any changes or amendment 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 delay/issues.
- Be ready to question meetings to organise and raise alternative ideas proactively when appropriate.
- Coordinating with other Exec assistants internal and external, to understand management whereabouts and to provide seamless cover at all times.
- Arranging weekly management meetings: collecting slides, prepare agenda using PowerPoint/PDF and distribute 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 procedure.
- Organising internal Townhalls, off and on-site seminars, gathering for your Executive managers.
- Ensuring all expenses have been processed following the Group and Global Markets procedure and policies.
- Anticipate needs and proactively addressing 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 DL, approving requests on behalf of your Executives by following the bank policies and procedure etc.
- 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.
Executive Assistant employer: Impellam Group
Join our prestigious investment banking firm as an Executive Assistant, where you will thrive in a dynamic and collaborative environment. We offer competitive benefits, a strong focus on employee development, and the opportunity to work alongside top executives, ensuring your contributions are valued and impactful. With a culture that promotes initiative and teamwork, this role provides a unique chance to enhance your skills while making a meaningful difference in the fast-paced world of finance.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Network like a pro! Reach out to your connections in the industry and let them know you're on the hunt for an Executive Assistant role. You never know who might have the inside scoop on openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its executives. Familiarise yourself with their recent projects and challenges. This will help you tailor your responses and show that you're genuinely interested in the role.
✨Tip Number 3
Practice your organisational skills in mock scenarios. Think about how you'd manage a busy executive's diary or handle conflicting priorities. Being able to demonstrate your problem-solving abilities can really set you apart.
✨Tip Number 4
Don't forget to apply through our website! We’ve got loads of opportunities that might be perfect for you. Plus, it’s a great way to ensure your application gets seen by the right people.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Executive Assistant role. Highlight your experience in diary management, communication skills, and any relevant software knowledge. We want to see how your background fits with what we're looking for!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this floating role. Mention specific examples of how you've successfully managed multiple tasks and built relationships in previous positions.
Show Off Your Organisational Skills:In your application, give us a glimpse of your organisational prowess. Share examples of how you've effectively managed schedules or coordinated meetings. We love seeing candidates who can think ahead and anticipate needs!
Apply Through Our Website:Don't forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it makes the whole process smoother for everyone involved.
How to prepare for a job interview at Impellam Group
✨Know Your Diary Management
Since diary management is a key responsibility, make sure you can discuss your previous experiences in this area. Prepare examples of how you've effectively organised schedules and handled changes, showcasing your proactive approach.
✨Showcase Your Communication Skills
As an Executive Assistant, strong communication is vital. Be ready to demonstrate your ability to build relationships and communicate clearly. You might want to prepare a few anecdotes that highlight your interpersonal skills and how you've successfully collaborated with others.
✨Be Ready for Scenario Questions
Expect questions that assess your problem-solving abilities. Think about potential scenarios you might face in the role, like managing conflicting schedules or handling urgent requests, and prepare your responses to show how you'd tackle these challenges.
✨Familiarise Yourself with Financial Services
Understanding the financial services sector is crucial. Brush up on industry terminology and current trends. This will not only help you answer questions more confidently but also show your genuine interest in the role and the company.
