Job Description

As the Administration Team Assistant you will be required to proactively anticipate our Client needs at all stages of the customer journey.

Key responsibilities

• Managing ever changing and complex calendars using Outlook Scheduler for a Team of Investment Professionals including preparation of meeting material
• Manage incoming calls and respond to ad hoc requests in a timely manner
• Undertake research and work on other special projects as assigned by the Manager
• Contact management: maintaining contacts in a consistent format – proactively organizing and maintaining a good information retrieval system
• Set up international conference calls and meetings: To efficiently prepare all meetings and ensure the Managers are fully briefed for all meetings with the relevant correspondence/paperwork. Open up conference call bridges/VCs and ensure meeting rooms are prepared ahead of schedule
• Complete coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensuring that the traveler has all relevant information required such as: Comprehensive travel/meeting itineraries, hotel and flight confirmations, taxi bookings, up-to-date travel information using the online booking tool or direct with the firms’ travel agent
• To own the expense process as required. To include submitting expenses through the firm’s Concur system
• General Administration duties to include photocopying, filing, scanning, mailings, devising and maintaining office systems etc.

Required Knowledge, Skills, and Abilities

GCSE English and Math. Excellent attention to detail. Strong communication skills, both verbal and written. Ability to priorities tasks and heavy workload. Proven ability to work effectively with Senior Executives in a professional manner. Highly organized with excellent time management skills; good follow up and coordination skills. Experience of working in a fast-paced environment. Proactively planning schedules and itineraries considering multi-time zones, conflicting calendars etc. Ability to reconcile AMEX and FX differences. Advanced-level skills in Microsoft Outlook, Word and Excel. Knowledge of Concur and CRM preferable but not essential. An understanding of the financial services sector is preferable. Transferrable Administration Skills. Experience in Diary Management. Experience in Travel Arrangements and Expenses processing. Excellent Organizational and Communications skills.