Team Assistant (London Area)

We are looking for a Team Assistant to support teams. The role will entail ever changing priorities, so the successful candidate must be fully committed and resilient. She/he will need to be able to work in a high pressured environment with conflicting priorities. The ideal candidate would be a team player with excellent communication skills and the ability to engage at all levels of the organization and externally.

Role Description:

This is an opportunity to apply admin experience and skills in a fast paced, dynamic and successful business. She/he will work alongside other support professionals, where teamwork creates a challenging and enjoyable learning environment. In this role, a hard working approach, positive attitude and self-starting nature will be rewarded with increasing responsibility for ensuring the smooth running of the teams. We respect diversity of people and ideas, seeking to learn from each employee and to invest in the associate's further development.

• Using in-house templates and systems for Production of Research notes and PowerPoint presentations
• Setting up audio/video conference calls via Zoom, Webex
• Assisting Analysts with the collation of data
• Updating spreadsheets and charts with the latest data
• Meeting Production deadlines by formatting publications/presentations before sending them to print
• Liaising with Compliance and Production to ensure Research goes through quality control process
• Ad-hoc projects for Analysts as required
• Assisting Analysts with Client requests
• Professionally handling calls
• Arranging complex domestic and international travel in high volumes
• Handling expenses using the internal expense management system (Concur)
• Regularly interacting with senior colleagues and external clients
• Handling sensitive and confidential material
• Extensive diary management - scheduling meetings and establishing priorities to ensure smooth and efficient running of daily schedules
• Organising/coordinating team/client dinners/events - internal and client liaison to establish suitable meeting time and place
• Phone coverage for team
• Administration of expenses for members of the team
• Submission for Event / Travel approval
• Performing a number of daily administrative functions: scanning, printing, submitting technology/facilities requests

Skills:

• Experience with a large firm (banking not essential, but ideally a large organisation)
• Excellent computer skills including Outlook, Word, Excel, and PowerPoint
• The ability to multi-task combined with excellent organizational skills
• Excellent written and oral communication skills
• Proven ability to work with staff and clients
• Strong planning/organisational and interpersonal skills

Competencies:

• Commitment to quality standards with intelligence and creativity
• Individual motivation to excel in a demanding environment
• Accuracy
• Proactive style and ability to prioritize, to pre-empt, and to multitask with the ability to work independently and as a team player
• Capable of working efficiently in a fast-paced environment
• Mature, calm, diplomatic, and professional approach at all times and at all levels
• Ability to process new tasks quickly and effectively
• Ability to maintain confidentiality at all times
• Flexible approach to overtime and out of hours working patterns

Pontoon Solutions is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone’s chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.