Personal Assistant, Investments

Job Description

We are seeking a highly organised and proactive Assistant to support the Head of EMEA Investments. The role involves close collaboration with the VP, Planning & Administration for Global Investments and the Regional EMEA Investments Business Manager. Key duties include coordinating executive activities, managing complex schedules and travel, supporting meetings and events, and assisting with departmental projects and operations.

Responsibilities

• Provide day to day coordination and support of region leader and project activities to ensure key tasks and deadlines are met.
• Proactively manage executive calendars, prioritise meetings and coordinate schedules across internal and external stakeholders.
• Plan domestic and international travel, off sites and events; coordinate accommodations and resources; track, file expenses and provide initial analysis of reports.
• Prepare meeting materials, including agendas, presentations and other documents.
• Plan and organise meetings, conferences and events (logistics, materials, travel, etc.).
• Prepare expense reports, invoices, presentations, communications and travel arrangements.
• Support department operations, including programmes such as recognition, time keeping, budgets and supply management.
• Provide project and programme support (researching questions, coordinating efforts, handling ad hoc requests).
• Read and respond to emails and requests on behalf of the leader, ensuring the leader is informed of pending requests or those requiring follow up.
• Respond to ad hoc requests and manage small projects.
• Research, respond and resolve questions regarding department processes, functions and requests; partner with other functional areas to resolve issues quickly.
• Interact with internal business partners to track, maintain and communicate department information.
• Provide back up support for other administrative assistants as needed.

Qualifications

• Prior administrative and/or project management experience.
• Strong interpersonal skills and ability to interact with multiple teams and individuals at various professional levels and locations.
• Competence with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Teams).
• Experience coordinating complicated travel, including international travel.
• Excellent organisational skills, attention to detail and accuracy; ability to work across multiple teams, offices and time zones.
• Exceptional written and verbal communication skills.
• Ability to handle and keep information confidential.
• Efficiency and skillful performance in a fast paced environment.

Preferred Skills

• Experience with administrative programmes such as Ariba Buyer, Concur, etc.
• Project coordination experience.
• Financial services industry experience.
• Understanding of the financial markets.

Position Type: Full time, Permanent.