Job Description

Meeting management

• Organization of day to day meetings as well as events (e.g. team off sites, conferences) including communication, required travel, room bookings and catering requirements
• Preparation of meeting materials
• Event organization including internal lunches and outside speakers
• Preparation and enhancement of presentations
• Taking of meeting minutes as required

Extensive and complex diary management

• Maintenance of team calendars
• Diary management in collaboration with team members, with a focus on team heads
• Particular attention on client related diary management co-ordination, and on coordinating meetings between the team heads and other senior stakeholders.

Schroders manages, as far as possible, our own corporate access including company meetings and field trips. The Sustainable Investment team meets company management periodically, which meetings you will often be responsible for scheduling and organizing.
Travel arrangements

• Working within the Schroders travel policy to effectively manage travel costs
• Preparation of detailed travel itinerary, booking of meetings, all required travel arrangements, currency ordering and visas

Expenses and invoice payments

• Validating and arranging payment of invoices; raising purchase orders
• Processing of monthly expenses (using the Oracle system) and invoices (using the Baseware system) for the teams in accordance with Schroders policies and best practice

Onboarding new joiners and managing leavers:

• Coordinating induction meetings
• Arranging personal technology and desk requirements
• Requesting appropriate access and other onboarding set up needs
• Decommissioning equipment

Team administration:

• Responding to emails and other queries.
• Answering and directing phone calls, taking and passing on messages
• Absence/holiday monitoring and logging
• Coordinating desk moves
• Collating information and assisting with research activities related to team administration
• Management/filing of paper and electronic records i.e. training records, staffing lists, locker lists and organizational charts
• Ordering stationery and supplies

Working with the other secretaries and administrative support across Investment to share best practice and cover annual leave or particularly busy periods.

The knowledge, experience and qualifications that will help

• Previous knowledge and/or experience within one or both of Investment Management or Sustainability would be a plus.

Required Knowledge, Skills, and Abilities