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Executive Assistant/team Assistant

2 weeks ago

London, United Kingdom AMS Contingent Team Full time

We are AMS, a global total workforce solutions firm enabling organisations to thrive in an age of constant change by building, re-shaping, and optimising workforces. Our Contingent Workforce Solutions (CWS) service acts as an extension of our clients' recruitmentteam and provides professional interim solutions and temporary resources.

Our client, Deutsche Bank, is a global banking business with strong roots in Germany and operations in over 70 countries. Their large but focused footprint gives them an established position in Europe plus a significant presence in the Americas and AsiaPacific. Deutsche Bank offer their clients commercial and investment banking, retail banking and transaction banking as well as ground-breaking asset and wealth management products and services.

On behalf of Deutsche Bank, AMS are now looking for an **Personal Assistant** to work in their Londonteam for a 6 month contract on a PAYE basis.

**The Executive/Personal Assistant will support the FIG team**.

**Overview**:
**Key responsibilities**:

- Proactive diary management - ensure that the individual is supplied with the appropriate documentation when attending meetings, video and audio conference calls
- Extensive and complex diary management, travel arrangements
- Organising adhoc and regular meetings via video, audio conference calls or in person across a variety of time zones; coordinating diaries, booking meeting rooms, materials etc
- Providing availability as requested and entering confirmed details in the participant's calendar, and informing them of the calendar entry
- Prioritise engagements as directed by management where necessary
- Creation of complex international travel requests, including visas and currency if required
- Arranging whole itinerary for trips, including meeting arrangements with minimum disruption
- Message taking and being in a position to direct callers / take detailed messages, escalate to manager where required.
- Reviewing and processing invoices and expenses for approval in a timely fashion
- General office duties: scanning, photocopying, printing
- Dealing with highly confidential material on a daily basis
- Filing and forwarding copies of documents as required
- Team phone coverage required
- Logging call reports on behalf of the team
- Onboard new joiners in the team, working with IT to ensure everything is set up ahead of the employees start date

**Skills and Qualifications**:

- Prior assistant experience in a fast-paced environment
- Prior experience in booking complex travel
- The ability to work calmly and effectively, and sometimes in a fast paced and pressurised environment.
- Excellent IT skills (including Outlook, Word, Excel, and PowerPoint)
- The ability to interact with staff and their support functions from all levels
- Attention to details
- Excellent verbal and written communication skills
- A proactive approach to responsibilities, action oriented
- A strong focus on getting the job done correctly
- Exceptional organisational skills and the ability to anticipate needs.
- The ability to handle confidential information and use discretion with sensitive issues
- **You will be**:

- Able to work with minimum direction
- Able to work as part of a team with 'can do' attitude
- Flexible and adaptable
- Able to multi-task effectively

Deutsche Bank's Values:
Our values define the working environment we strive to create - diverse, supportive and welcoming of different views. We embrace a culture reflecting a variety of perspectives, insights and backgrounds to drive innovation. We build talented and diverse teamsto drive business results and encourage our people to develop to their full potential. Talk to us about flexible work arrangements and other initiatives we offer.

Please note that for the duration of this assignment you will be working as an external resource engaged by AMS based on site at Deutsche Bank