Executive Assistant – 12 month Contract

Executive Assistant (EA) – 12 month Contract

To provide administrative support to designated Senior Managers and their teams in the London Branch. To cooperate as part of an Executive Assistant team and provide proactive and reliable administrative support to the assigned individuals and teams.

To ensure that costs are minimized as appropriate and that budgets and policies are adhered to within the Executive Assistant remit.

What you will be doing

· Extensive diary management of the relevant Senior Managers

· Diary management, meeting arrangements and travel & expenses of other stakeholders as required

· Organising travel, arranging visa documentation, general ad hoc administrative support to assigned Senior Managers and teams.

· Act as the delegated expense and travel approver for assigned Senior Managers

· Completing and checking expense reports in a thorough and timely manner on behalf of assigned Senior Managers

· Tracking and orchestrating senior management and team's attendance to internal committees and meetings.

· Organising meetings and introductions, internally and externally

· Assisting with filing all client information in Client Relationship Management system (Nat 1) before and after meetings (meetings upload, contact updates, meeting feedbacks and meeting support documents)

· Liaise with London Communications department for the set-up of client entertainment events in addition to internal or external colleague events

· Screening phone calls, enquiries and requests, and handling them where appropriate

· Complete Odeon Ethics on behalf of executives to register client meetings in the Compliance tool

· Assisting senior management with coordination and the co

· Communication with the different departments. Liaising with other international offices.

What we need from you

· Proven track record of executive assistant experience, ideally within the Financial Services industry

· Ability to work proactively and collaboratively with others, and a commitment to contributing to a strong team culture to ensure success

· Excellent time management/organisational skills with strong interpersonal, verbal and relationship management skills.

· Excellent written and verbal communication skills, with a high level of attention to detail.

· Ability to meet multiple and/or unexpected deadlines in a demanding environment, to prioritise appropriately and ensure follow through and completion of tasks in a timely manner

· Advanced proficiency in Word, Excel and PowerPoint; ability to learn customized software/tools

· Self-motivated, resourceful, proactive, reliable, trustworthy, and assertive when necessary.

· An inquisitive nature and entrepreneurial attitude, demonstrating a strong sense of initiative.

· Diplomatic and approachable at all times.

· Able to handle confidential information in a discreet manner and show sound judgement regarding sensitive matters

· Fluency in French preferred but not essential