Administrative Assistant, London

Responsibilities

Provide diverse and confidential administrative support, including extensive calendar management, supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to the Banker, and responding to incoming mail. Job expectations may include assisting with organizing in person meetings and off sites and managing differing and conflicting objectives, projects, or activities in a responsive and personable manner.

1. Diary management, including organising internal/external meetings
2. Arranging conference calls and video conferences internally and externally
3. Booking and making all necessary arrangements for complex domestic and international business travel
4. Handling expenses using Concur system - with a general understanding of the bank's policies
5. Filing call reports on a weekly basis using Insight
6. Pre empt and highlight to the Business Manager out of policy expenses
7. Ensure relevant Deal Related Expenses (DRE) is captured
8. Develop knowledge of banker's clients, transactions and specific individuals where possible
9. Establish professional and effective communication at all levels with internal stakeholders, assistants in your area and cultivating relationships with external clients and their assistants
10. Handling sensitive and confidential material and information
11. Manage professional responses to telephone calls, taking ownership of queries
12. Management of email system, prioritising and responding where appropriate
13. Understanding the internal systems such as Concur Smartforms/Insight (training will be given for all internal systems)

Qualifications

• Proven administrative assistant experience preferably in Investment Banking or Financial Services environment
• Excellent communication skills at all levels written and verbally
• Confidence at dealing with people of all levels both internally and externally
• Proactive style and ability to work independently and as a team player
• Capable to multitask and prioritise
• Capable to work efficiently in a pressurised environment
• Excellent PC skills including Word, Excel, PowerPoint and Outlook
• Experience using Concur
• Accurate typing - approx. 50 wpm
• Flexible approach to overtime and out of hours working patterns
• Mature, calm and professional attitude at all times
• Accuracy and numeracy skills
• Administrative services - attention to detail, customer and client focus, planning, prioritisation, adaptability, collaboration, event planning, office administration, problem solving, facilities management, oral communications, recording/organising information, research, written communications

Benefits

• Private healthcare for you and your family with annual health screening and options to purchase additional care for your partner
• Competitive pension plan, life assurance and group income protection cover
• 26 weeks paid maternity leave, 16 weeks paid paternity leave and inclusive family leave arrangements, including 20 days of back up childcare and 20 days of back up adult care per annum
• Flexible benefits package including wellbeing account, travel insurance, critical illness, cycle to work and other options
• Access to free counselling through the Employee Assistance Program and virtual GP services
• Opportunities to donate to charities with bank matching contributions
• Arts & Culture corporate membership programme and discounted entry to cultural institutions and exhibitions
• Volunteer opportunities in local community

Equal Opportunity Statement

We are an equal opportunities employer and ensure that no applicant is subject to less favourable treatment on the grounds of sex, gender identity or gender reassignment, marital or civil partner status, race, religion or belief, colour, nationality, ethnic or national origins, age, sexual orientation, pregnancy or maternity, socio economic background, responsibility for dependants or physical or mental disability. The Bank selects candidates for interview based on their skills, qualifications and experience. We strive to ensure that our recruitment processes are accessible for all candidates and encourage any candidates to tell us about any adjustment requirements.