Operations Assistants

3 weeks ago

London, United Kingdom William Blair Full time

William Blair has delivered trusted advice for nearly nine decades, and we continue to deepen our expertise and relationships across regions, asset classes, and markets throughout North America, Europe, Asia, and Australia.
We are committed to our people and culture, values, clients, and local communities.
We strive to attract the most qualified, passionate candidates who specialize in investment banking, investment management, private wealth management, and a variety of other business functions.
We work tirelessly to create an inclusive culture and take pride in fostering employees’ professional and personal growth. Equally, we are proud of our long-term partnerships with the communities in which we live and work, a legacy we inherited from our founder.
We are recruiting for an experienced Administrative Assistant to join our London office, supporting our Investment Banking team. Travel - Arranges end to end travel plans utilising the use of our travel provider platform and suppliers for global consistency ensuring comprehensive itineraries are prepared for the traveller
Calendar & Meeting Coordination – Manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, IT facilities, timing, etc.) Info and Data – Updates and maintains contact databases. May include compiling and analysing information for inclusion in reports or presentation materials including preparing reports, charts, graphs, or tables as necessary. Demonstrates the ability to utilise software applications for maximum effect and efficiency
Office Support – Provides office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hardcopy filing
Projects & Processes – Participates in other projects as required
Gate keeping both in person and over the phone
Shared phone coverage for a busy department. Coverage is required if a member of the team is out of the office or otherwise engaged; Arrange dynamic and complex travel arrangements: co-ordination of flights, check in, Visas, accommodation and ground transportation logistics in accordance with the William Blair Travel Policy. Manage a multitude of frequent changes at short notice and prepare travel itineraries
Timely management of expense processing through Concur to ensure reimbursement, personal amounts owing and account reconciliations are managed promptly
System functionality expert - utilise internal systems (Salesforce/Concur), complete accurate data entry into internal management information systems and be responsible for accurate collation of information to senior management
Professional client handling and relationship building with all clients, senior management and cover groups
Experience of dynamic travel organisation and the production of accurate itineraries 
Strong technical capabilities in Microsoft packages including Outlook, Excel and Word as well as Expense systems and CRM systems 
Is flexible, willing and open to change 
Has a high level of attention to detail and delivers high quality results 
Is a team player who can build networks and work in partnership 
Financial services industry background preferred
Proficiency in Microsoft Office Products 
Ability to adapt to new tasks and be flexible 
Desire to work and excel in a team environment
It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from the military service or on the basis of a physical or mental disability that is unrelated to the employee's ability to perform the duties of the job applied for. We do not request personal financial information in connection with an employment application nor does William Blair extend any employment offers without first conducting an interview through one of its registered offices. Download William Blair's privacy policies for job applicants:

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