Personal Assistant

1 month ago

City of London, United Kingdom Reed Talent Solutions Full time

An exciting opportunity has arisen for an experienced administrator, team assistant or PA to join a leading Investment Bank based in the City of London. The successful individual will provide extensive administrative and organisational support to seniormembers of the front office. Duties will include but are not limited to:

- Providing proactive and complex diary support for a group of MDs and EDs managing competing priorities and time zones.
- Coordinating with senior stakeholders and other global assistants to resolve conflicts and manage priorities
- Provide committee/project management diary and meeting support where required by teams supported
- Hold regular schedule and travel planning sessions with MDs/EDs supported
- Time management - ensuring MDs supported are kept on track during the day and daily priorities are met including setting up VCs/WebExs/Conference Calls where necessary.
- Working with the Business Managers to ensure Comex and other papers are circulated/printed
- Coordinating travel arrangements both point to point and multi destination via Concur & APTI including coordination of flights, Eurostar trains, accommodation, visas and ground transportation.Managing a multitude of frequent/short notice itinerary changeswhile keeping amendment costs to a minimum
- Advancing travel approvals through the travel approval system/Concur ensuring approvals are received before the ticket issuing deadline
- Working with ATPI to ensure travel booked is compliant with CACIB policies and in-line with spending limits
- Acting as a Travel & Expenses “Champion” across the floor/within teams supported.Promoting a culture of PAs booking travel/processing expenses
- Managing expenses from pre-approval to final reimbursement adhering to the T&E policy and ensuring that expenses are processed within agreed timeframes
- Proactively identify where additional support can be given to MDs/EDs supported
- Work with the legal team to ensure deal documentation is signed by the relevant signatories and returned to Legal for execution
- IT coordination/liaison -working with IT to ensure that IT issues are resolved especially for MDs/EDs supported
- Assisting with onboarding of new staff and contractors
- Managing stationery supplies for the Trading floor ensuring that stationery costs are kept to a minimum
- Updating Itrent with holiday and other absences for MDs supported
- Assisting overseas visitors

Required skills and experience:

- Previous experience within an administrative, team assistant or personal assistant position
- Previous experience of supporting/working with senior individuals, ideally within a front office environment
- Strong grasp of the full suite of MS-Office products
- Previous experience in submitting expenses/ utilising an expense management system
- Strong diary management skills
- Prior exposure to booking travel

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