Temp | Administration | Executive Assistant | Level 2(USD)

Posted: 1 week ago

Executive Administrative Assistant (International Wealth Management)

Provide full secretarial / administrative support to assigned team. Provide administrative support to officers and other team members with the department support.
Work as part of the International Wealth Management Team on policies and procedures.

Core functions of the role

Calendar Management for assigned team:
Keep calendars up to date including preparation of travel itineraries / schedules for business trips (travel details & contact telephone numbers should be entered)
Diary management set up of all internal/external meetings
Arrange all conference rooms, AV equipment, dial in numbers and videoconference facilities
Feedback should be provided on changes made and progress of schedule problems as they arise
Hold regular meetings (to be agreed) with team in order to decide priorities/deadlines/projects. Provide regular updates on work in hand
Regular feedback on problems/issues
Book all travel, including flights, hotels, currency and taxis adhering to the Technology and Data policies
Complete expense reports if required. Advise employees on completing their own reports. Ensuring all claims adhere to Firm policy.
Team Administration Tasks for groups supported:
Administrator for online staff absence management system
Manage booking schedule for Team Rooms
Maintenance of group org charts
Co-ordination of all moves and associated processes: desk moves, IT moves, system updates, mail drops, large scale project moves and floor walks
Provide general information on the department and Firm when required (promoting use of internal web pages where possible)
Filing, faxing, photocopying, distribution of assigned team's mail as required
Ordering of equipment and resources /supplies (e.g. business cards, wireless devices, etc.)
Visitor Support:
Arrange workstation for visitor prior to arrival. Provide full administrative support to visitors where possible and if required. Direct and advise all visitors. Arrange access to buildings where necessary.
Co-coordinating department business related events and functions
Opportunities may arise to work on assignments outside of the core role, this will be dependent on departments supported and work load.

Skills Required:

Skills / Competencies that are essential to the role include:
Pro-active: Identifies other value add areas for MDs over and above day to day tasks. Identifies areas for improvement and suggests solutions
Demonstrates willingness to learn about the business (helps integration into group)
Excellent organizational skills
Excellent time/priority management skills
Good communicator
Good use of initiative, judgment and decision making
Flexible & adaptable to change
Excellent team member
Puts equal importance on all types of tasks
Educational Requirements: MS standard requirements

Experience / Technical Skills Required:

Word / PowerPoint / Excel / Outlook: Intermediate level
Proven work experience (3 or more years)
Creation of Word documents, Excel spreadsheets & databases and presentations / reports. Formatting of Word documents, if necessary importing data from/to various packages
Fluency in Spanish required
Additional Comments: We need someone with confidence, who has a very professional manner and can juggle a number of tasks. The ideal candidate will have worked for a senior manager before