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Executive Assistant - Maternity Cover Full Time

at ING London in London (Published at 27-09-2023)



Job Specification


Main Duties and Responsibilities of Role:


  • Ensure that Global Lead of Shipping Finance is at the right place, at the right time and with the right papers

  • Management of Global Lead of Shipping Finance inbox and diary - responding where appropriate to emails

  • Proactive diary management for Shipping Team Members

  • Travel arrangements for team members

  • Booking meetings, lunches, dinners, taxis as necessary

  • Fielding calls and taking messages

  • Keeping accurate expense accounts and processing on monthly basis

  • General filing, archiving and photocopying

  • Accurate recording of Gifts, Entertainment & Business Lunches/Dinners

  • Arranging various events for Shipping Finance team (including managing and coordinating with internal and external clients, service providers, costing, etc.)

  • Secretarial back-up to other team assistants during their holidays, sickness, etc.

  • Recording Courses / Training

  • Governance

  • HR



Transaction Support:


  • Arranging conference calls and meetings for deal teams

  • Data management




Core Tasks & Material Responsibilities


Admin Support


  • Provide key admin support to Shipping Finance Team – 15 FTE including two Managing Directors and three Directors

  • Diary management, predominantly for Global Head Shipping Finance and support for rest of team ensuring shared team calendar is kept up to date.

  • Attend and minute monthly WIP meeting ensuring a copy of the minutes and Masterfile are stored and circulated safely each week

  • Ensuring the team are aware of Watchlist/LLP meetings and invite accordingly, circulating the agenda

  • Booking and coordination of internal and external meetings, calls, lunches, dinners, entertainment and taxis as necessary

  • Maintain / monitor all online subscriptions

  • Any ad-hoc project work when required

  • Secretarial back-up to other team assistants during their holidays, sickness, etc




Travel, Entertainment & Expenses


  • Travel: arrange complex travel for all Shipping team members and Shipping Global Lead. Prepare itineraries, required paperwork, ensure all approvals are obtained and any travel visas/requirements where necessary

  • Maintain Travel system – ensure all details are correct and updated in the travel booking tool

  • Arrangements for ING Overseas Visitors passes, logging entries and organising desk space etc.

  • Keep accurate expense accounts and process on a monthly basis and remind team to make payments on a timely basis.

  • Accurate recording of Gifts & Entertainment




Event Management


  • Co-ordinating various events for team physically and virtually (including managing venue/catering, coordinating internal colleagues, external clients, service providers, costing, etc)

  • Principal arranger of team building events / activities




Governance and Procedures


  • Assisting Shipping UK to ensure that Procedures Manuals are updated if required

  • Assist Shipping UK to refresh and maintain departmental Disaster Recovery/Business Continuity plan if required

  • Help with coordinating team responses to ING projects/initiatives




Finance


  • Attend monthly meetings with Finance to check departmental costs and monitor alongside budget for the cost centre




Human Resources


  • Ensure accuracy of Shipping FTE & Organisation chart and update when required

  • Assist with monitoring / chasing mandatory 2 week leave requirement and outstanding compulsory training

  • New joiners/Leavers: Oversee onboarding of new joiners, monitor desk space and provide appropriate induction materials such as departmental policies and procedures. Ensure addition and removal of joiners / leavers from departmental systems (e.g. shared drive)

  • Recording sickness and all leave accurately

  • Co-ordinating appraisals and sending requests for feedback




Candidate Profile


Qualification, Experience and Personal Competencies


  • A minimum of 3 years’ experience working in a personal assistant role, for a senior executive, ideally at a financial institution

  • Familiar with Microsoft Office, arranging travel and good communication skills

  • Calm personality with a sense of humour

  • Min 3 days per week in the office but will need to be flexible around this.




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