Float Administration Assistant

2 weeks ago

London, United Kingdom Livv Workplace Full time

ISS, Livv Workplace provide workplace and administration services to prestigious clients across London. We are seeking a Float Administration Assistant based at a global financial services business based in the heart of the West End.

In this position you will act as an ambassador for both our client & ISSLivv Workplace. You will be supporting a diverse senior team with duties including complex diary management, international travel arrangements, visa applications and expense management.

The role will be based at the London HQ at their stunning offices and will suit someone who enjoys a fast paced and varied role.

Key Responsibilities & Tasks

  • Managing ever changing and complex calendars using Outlook Scheduler for a dedicated client teams including preparation of meeting material
  • Manage incoming calls and respond to ad hoc requests in a timely manner
  • Undertake research and work on other special projects as assigned by the Manager
  • Contact management: maintaining contacts in a consistent format -proactively organising and maintaining a good information retrieval system
  • Set up international conference calls and meetings: To efficiently prepare all meetings and ensure the Managers are fully briefed for all meetings with the relevant correspondence/paperwork. Open up conference call and VC using WebEx platform and ensure meeting rooms are prepared ahead of schedule
  • Complete coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensuring that the traveller has all relevant information required such as: Comprehensive travel/meeting itineraries, hotel and flight confirmations, taxi bookings, up-to-date travel information using the online booking tool or direct with the firms’ travel agent
  • To own the expense process as required. To include submitting expenses through the firm’s Concur system
  • General administration duties to include photocopying, filing, scanning, mailings, devising and maintaining office systems etc
  • Providing administration support to other Teams during absence

Experience & Traits

  • Excellent attention to detail
  • Strong communication skills, both verbal and written
  • Ability to prioritise tasks and heavy workload
  • Proven ability to work effectively with Senior Executives in a professional manner
  • Highly organised with excellent time management skills; good follow up and coordination skills
  • Experience of working in a fast-paced environment
  • Proactively planning schedules and itineraries considering multi-time zones, conflicting calendars etc.
  • Ability to reconcile AMEX and FX differences
  • Advanced-level skills in Microsoft Outlook, Word and Excel
  • Knowledge of Concur and CRM preferable but not essential
  • Health and Safety in the workplace understanding

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