9608 Executive Administrative Assistant

3 weeks ago

London, United Kingdom Advantage Resourcing Full time

Role: Executive Administrative Assistant (Private Equity Team)

Contract Length: 12 Months

Location: London (Canary Wharf)

**Primary Responsibilities**:

- Schedule and maintain calendars - coordinating times, communicating, and corresponding with internal/external participants, scheduling rooms, addressing technology needs, and handling catering arrangements as needed. Involves using judgement with internaland external clients, navigating firm effectively, responding to requests, and having ability to re-prioritize calls/meetings as needed.
- Arrange domestic/international travel, including developing detailed agendas, managing any visa requirements, and addressing other travel/logistics related requirements as needed.
- Prepare, submit, and monitor expense reports and vendor payments for investment team members, leveraging tools such as Concur, Tymetrix and Smaart.
- Manage telephone coverage as needed, including responding to inquiries, routing calls, and taking detailed messages.
- Manage other miscellaneous administrative activities including technology requests, preparing copies, managing supplies, coordinating equipment needs, reviewing/distributing incoming mail, and maintaining a fully-functioning work area for the team.
- Back-up coverage for admin colleague(s) during planned or unplanned absences from the office
- Demonstrate discretion with sensitive information related to firm, team, and/or staff.
- Assistance with executing legal documents to be signed by various team members.
- Special projects and requests as needed.

**Skills required**:

- Substantial relevant administrative support experience in a professional environment, preferably in the investment management industry and ideally within private equity.
- Educated to A-Level or equivalent
- Excellent written, verbal, and interpersonal communication skills.
- Prioritisation, attention to detail and accuracy, follow-up with a sense of urgency, and strong organisational skills are essential.
- Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility, while also exhibiting sound judgement on when to seek guidance and take direction.
- Highly service-oriented, solutions focused, collaborative individual with the ability to work well both as an individual contributor and as part of a team.
- Prior administrative or related experience at executive level is essential.
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint. Familiarity with Corporate Services Travel Online (CSTO), Concur, and other Firm systems preferred; at minimum demonstrate ability to learn new systems quickly.

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