Our client is looking for an Executive Assistant to support the MDs. The role will include the usual executive assistant duties, plus that of an office receptionist and general office support on admin/marketing/finance matters. The role provides an opportunity to join a young and growing team, with a good culture of working hard and sharing in success.
Expected Areas of Competence (i.e. Skills and Abilities)
- Strong interpersonal skills when dealing with all staff levels, developing positive working relationships across the organisation to enhance performance and accomplish work.
- Enthusiasm and positive attitude.
- Demonstrates initiative while working independently.
- Performs complex administrative duties, organising and prioritising information and time.
- Works across the team to support internal and/or external events and completing projects.
- Possesses excellent verbal and written communication skills.
- Takes responsibility for customer satisfaction and attempts to add value for the customers.
- Anticipates problems and addresses them promptly and effectively.
- Appetite to learn and develop their career in the finance and investment world.
- Exhibits appropriate discretion and confidentiality.
Key Responsibilities
Executive Support
- Provide Executive support to senior team members.
- Full diary management and organising meetings.
- Preparing monthly expense claims.
- Ad hoc preparation of documentation, research, and comparative tasks.
- CRM and Outlook contacts management.
Office Admin
- Managing Reception email address
- Printing/faxing/shredding/refilling cartridges
- Make restaurant/hotel reservations/organise events
- Support team with various ad hoc tasks
- Assistance with simple finance tasks e.g. invoicing, billing etc
- Planning internal and external events
Managing Meeting Rooms & Greeting Guests
- Managing the bookings/diary for the two meeting rooms to ensure no clashes.
- Making sure the room is in good order for guests.
- Welcome guests, take coats/umbrellas, and show guests to appropriate meeting rooms.
- Make teas/coffees for guests at regular intervals.
Communications
- First point of contact on the non-direct lines and fielding sales calls
- Directing calls, taking messages etc
- Opening all the post
- Following the “post forwarding” system of scanning, emailing, and filing the relevant post.
- Taking items to post office/ordering couriers.
- Managing marketing email and other campaigns
Experience Desired
- Ideally some administrative support experience in a fast-paced professional environment - preferably with a customer service focus
- Expertise with MS Word / Powerpoint / Excel would be preferable
- Operating in a team environment, working on multiple projects, and coping with changing priorities.
Developmental Value
- Enhances ability to set priorities and exercise good judgement.
- Develops project management and relationship building skills.
- Working in a team environment in an effective and supportive manner.
- Develops knowledge of basic bookkeeping, data entry, and invoicing
Location: Prime Central London
