Executive Assistant to Partners

4 days ago

London, United Kingdom Arma Partners Full time

Arma Partners is looking for a highly skilled, confident, and proactive EA to support the team on a permanent basis. This is a unique opportunity to join a high performing and fast-growing business unit and support a busy client group.

Arma Partners acts as trusted advisors to Digital Economy leaders throughout their entire corporate lifecycle, from raising private capital for fast growing disrupters and founder-led businesses to orchestrating complex cross-border M&A deals for private equity investors and global large-cap public companies.

At Arma Partners, we combine the collegial culture and hands-on exposure of a boutique advisory firm with the global reach and deal execution excellence of a bulge-bracket bank. Every day we advise undisputed leaders of the Digital Economy on landmark transactions that will transform the world we all live in.

Our success and track record as a firm relies on the excellence, dedication, and commitment of our talented team members. We value independent and creative thinking, outstanding communication skills, exceptional work ethic, genuine team players and leadership potential.

Our over 100 strong banking team is supported by a dedicated admin team consisting of Finance, HR, IT and Office Management professionals.

Duties:

  • The role is to support 3 Partners
  • Following up on email correspondence and verbal instructions to arrange meetings and calls, and ensuring that actions are followed-up as appropriate
  • Arranging lunches, booking restaurants and ensuring that the right venue is chosen, depending on the attendees
  • Actively managing calendars, resolving conflicts, blocking space for desk time and rescheduling meetings as appropriate on own initiative
  • Reconfirming meetings with external attendees
  • Advising others on the best times to arrange meetings and interviews that involve the Partners to ensure they are most likely to attend
  • Dealing with confidential matters in an appropriate manner and with integrity
  • Arranging ever changing travel and hotels, ensuring the travel agent is offering us the appropriate fares and the best hotel rates, for the Partners and their team.
  • Building relationships with client EAs in order to more easily manage the arrangement of meetings when diaries are busy
  • Acting as gatekeeper to prevent unnecessary calls being routed through
  • Reception cover (one week per month during Receptionist lunch hour)
  • Arranging complex marketing trips abroad, visa arrangements, picking up from first introduction and ensuring that schedules are sensible, in the right time zones and adequate travel and rest time is incorporated
  • Ensuring flight times fit with the Partners expectations around timing, airline, departure airport, that appropriate seating is allocated and hotels are of a particular standard and in the right location
  • Keeping a list of meetings which need to happen when visiting a particular country and reminding the Partners of them or setting them up directly.
  • Building relationships with clients so that you become an alternative contact for meetings and queries as appropriate
  • Managing expenses ensuring they are submitted in a timely manner via concur.
  • Limited personal matters
  • Out of hours support ad hoc i.e. flight check in, keeping an eye on emails for anything urgent
  • Sending out mail-shots in the absence of the Event Manager
  • Co-ordination of documentation for New Business Committee (NBC)

Experienced Required

  • Exceptional track record (ideally a minimum of 5 years experience) looking after multiple diaries at once.
  • Experience working in a corporate or financial environment in an Executive Assistant capacity
  • Experienced booking detailed travel schedules
  • Outstanding attention to detail
  • Excellent written and spoken English language skills, with the ability to communicate effectively and appropriately with people at all levels
  • Ability to work in a pan-European / global environment with most clients or counterparties based overseas
  • Ability to work to tight deadlines and to remain calm under pressure
  • Dependable, flexible and trustworthy
  • Polite and courteous in demeanour; honesty & integrity
  • Self-motivated and organised
  • Persistent yet tactful and diplomatic
  • Sound judgement and excellent time management skills
  • Excellent Microsoft Word and Outlook skills, and competency in Excel, comfort with cloud-based applications.
  • Previous experience in working with a CRM system

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