Executive Assistant and Office Manager (Manchester)

Your role

Are you an organized, detail-oriented multi-tasker? Are you proactive and enjoy enhancing processes? We are seeking an Executive Assistant/Office Manager to:

• Efficiently manage the diaries of one or more segment heads or office heads, ensuring all appointments, meetings, and commitments are accurately scheduled.
• Coordinate and confirm meetings, and handle any changes or conflicts that arise.
• Handle and process expenses for one or more segment heads and the desk heads, maintaining accurate records and ensuring timely reimbursement.
• Ensure entertainment policies are followed and co-ordinate the allocation of places for central marketing events.
• Liaise with the Marketing team ensuring all records are up to date and policies/procedures have been met.
• Plan, execute, and monitor on-desk marketing events.
• Oversee all logistical aspects of event planning, including venue selection, contract negotiation, and vendor management.
• Prepare invitations, keep records up to date, and adhere to policies and procedures.
• Act as a point of contact for internal and external stakeholders, effectively managing communications and inquiries.
• Provide additional administrative support as necessary, including handling phone calls, managing emails, and assisting with various office tasks (stationery, room bookings, IT requests, general enquiries).
• Meet and greet clients on arrival at the UBS Manchester office.
• Set up each meeting room for each meeting.
• Answering the door to deliveries.
• Answering the main office phone number.
• Provide office management and support of the Manchester office including relationship management for the landlords, ISS, and internal UBS teams.
• IT support, stationery ordering for the office, general support where needed across all three offices.

Join us

At UBS, we know that it's our people, with their diverse skills, experiences, and backgrounds, who drive our ongoing success. We're dedicated to our craft and passionate about putting our people first, with new challenges, a supportive team, opportunities to grow, and flexible working options when possible. Our inclusive culture brings out the best in our employees, wherever they are on their career journey. And we use artificial intelligence (AI) to work smarter and more efficiently. We also recognize that great work is never done alone. That's why collaboration is at the heart of everything we do.

Your expertise

• Solid experience as an Executive Assistant or in a similar role supporting senior executives.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and as part of a team.
• High level of discretion and confidentiality.
• Strong problem-solving skills and attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

About us

UBS is a leading and truly global wealth manager and the leading universal bank in Switzerland. We also provide diversified asset management solutions and focused investment banking capabilities. Headquartered in Zurich, Switzerland, UBS is present in more than 50 markets around the globe.

How we hire

We may request you to complete one or more assessments during the application process.