Executive Assistant

9-6 Monday to Friday /  4 days in the office an 1 wfh

• To provide secretarial and administrative support service at MD/Director level and their deal teams
• Complex diary management for the team, being able to anticipate issues in multi-time zones
• Meeting Coordination: organising logistics for both internal and external meetings over various time-zones and different mediums; face to face, video conference, and audio conference
• Anticipate, manage and co-ordinate European and International travel, ensuring timely preparation to include visa applications, whilst adhering to the Company’s travel policy to ensure cost efficiency at all times
• Compile expense reports in a timely manner ensuring all appropriate receipts are attached and submissions are in line with the Company’s expense policy
• Ability to prepare PowerPoint presentations, excel and word documents for team members
• Document production including preparation, printing and binding
• General administrative support: booking bikes, couriers, taxis, organising team events,
• booking client lunches and dinners
• Deacloud – assisting the team with interaction logging, maintaining accurate contact records, pipeline, creating and maintaining deal information
• Assisting with KYC for on-boarding of deals for the team and using the SmartSearch system
• Assisting with client conferences and event management
• Assisting the team with booking holidays through the edays system
• Answering the telephone in a professional manner, taking accurate messages and relaying these appropriately without delay
• Ad hoc project work as requested
• Providing support and cover for other IB team assistants and reception cover as required

Experience, Skills & Competencies Required

· Excellent communication skills (written and oral)

· Ability to work on own initiative and manage time effectively

· Well organised and methodical approach

· Flexible attitude

· High level of interpersonal skills and a good team player

· Good working knowledge of MS Office

· Ability to use video conferencing and presentation facilities (training will be given)

· Discreet, professional manner - maintain confidentiality on all aspects of workload

· Approachable and partnership orientated to assist with all tasks throughout the London office