Job Description

• Management of Head of diary and meeting co-ordination, room bookings and preparation of documents for meetings
• Assist Head and wider team with a range of projects and project related administration and overall support (meetings, diaries, materials, note taking, document creation and editing)
• Provide team with other administrative support across various areas including event organization as appropriate
• Print, photocopy and scan documents of a confidential nature as appropriate
• Other meeting co-ordination, diary management and room bookings
• Travel management including finalizing travel itineraries and preparing travel packs
• Document creation in Word, PowerPoint and Excel
• Organizing team social events and virtual social events
• Answer telephone in a speedy and professional manner, taking appropriate messages and actioning where necessary
• Scheduling, organizing and coordinating training programmes
• Supporting internal and external trainers with virtual training sessions, ensuring that technology is running smoothly and assisting with breakout rooms
• Meet with external trainers in advance to provide technology demonstrations
• Management of the shared inboxes and a busy calendar
• Supporting the team with management of all administrative tasks in the learning management system (LMS) ensuring training records are up to date, attendance sheets and videos have been uploaded
• Our budget, invoicing and credit card statement
• Managing and updating the intranet pages to ensure information is relevant
• Dealing with queries from colleagues around the firm in a timely manner
• Liaising with other business services teams, such as the marketing team to create related info graphics, IT training
• Providing support to all members of team
• Supporting with Diversity and Inclusion initiatives and projects

Required Knowledge, Skills, and Abilities

Excellent administrative, organizational, planning and coordination skills – able to priorities, respond and adapt proactively to changing deadlines and demand. Good verbal and written communication skills – articulate and able to communicate with all levels. Energetic and can-do in approach. Excellent relationship building/interpersonal skills. Strong eye for detail. Ability to manage and complete multiple tasks from a variety of people – working with others and on own tasks. Adaptable and amendable to changing deadlines and demands from multiple work givers. Collaborative and a team player. Strong IT skills – e.g. in Word, PowerPoint, Excel. Take ownership of all tasks until completion. Experience working in professional services environment would be an advantage. Reliable. Eager to learn and develop within the role.