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Executive Team AssistantCompetitive RateLondon (Hybrid – 2/3 days a week in the office)Initial 2 month contract If you’re looking for a career that will help you stand out, and fulfil your potential. Whether you want a career that could take you to the top, or

simply take you in an exciting new direction, offers opportunities, support and rewards that will take you further. We are currently seeking an experienced individual to join this team in the role of Executive Assistant.

Role Purpose:
To provide high quality, professional and comprehensive secretarial and administrative support. The role is based in London with the objective of working closely and effectively with the Head of GMB. The role duties will consist of, (but not be limited to):
Diary management
Ø Organising and planning internal and external meetings including logistics such as booking rooms, set up, catering & preparation of materials
Ø Maintaining the Outlook team calendar to log holiday / leave absences

Co-ordinating domestic & international travel arrangements
Ø Arranging multi-segment travel, VISA applications, accommodation and compiling itinerates
Ø Processing expenses (Fusion experience not essential but desired)

Owning & maintaining document management folders for the team (eShare or equiv. experience not essential but desired)
Ø Creating and maintaining department systems and policy guides
Ø Adding users to folders and granting relevant permissions
Ø Annual recertification of folders and users who have access

On-boarding and off-boarding of permanent staff and contractors
o Assisting the line manager to raise position numbers
o Raising staff numbers
o Ensuring all contractor engagement documentation is stored appropriately
o Ordering of IT equipment for the new joiner
o Arranging collection of IT equipment through off-boarding process
o Providing day 1 IT set-up

Administrative Tasks
Ø Creating & maintaining team organisation charts and ensuring they are stored in the relevant areas
Ø Preparing documents, presentations and spreadsheets on house style (Word/PowerPoint/Excel)
Ø Escalation of IT issues to the IT Helpdesk
Ø Point of contact for team inbox and general queries (ensure requests are dealt with in a timely manner)
Ø Monitoring and distribution of team post
Ø Preparation and distribution of agendas and attending team meetings
Ø Organising events and team socials

Ad-hoc requests such as (but not limited to):
Ø Ordering stationery & IT equipment (headsets etc.)
Ø Liaising with Facilities Management for any work environment requests
Ø Arranging couriers of original legal documents
Ø Scanning & archiving of original legal documents
Ø Maintaining email distribution lists

Knowledge, Experience & Skills

• Proficient in IT packages (Word, Excel, Powerpoint, Sharepoint)


• Previous Financial services experience


• Proactive diary management, including rescheduling conflicting appointments using judgment


• Ability to plan and organize workload, taking into account conflicting priorities


• Strong relationship skills / ability to communicate effectively both in writing and verbally


• Ability to deal with internal and external clients and to act as a gate keeper for your coverage team


• Ability to prioritise and deal with multiple requests at one time


• Ability keep calm under pressure


• Ability to work accurately under pressure of tight deadlines


• Judgment and decision-making ability


• Proactive approach and forward-thinking ability


• Ability to maintain internal controls and standards and under due diligence checks


• Ability to work independently

Job ID IDIBU-21769