Executive Assistant

9-6 Monday to Friday / 4 days in the office an 1 wfh

• To provide secretarial and administrative support service at MD/Director level and their deal teams
• Complex diary management for the team, being able to anticipate issues in multi-time zones
• Meeting Coordination: organising logistics for both internal and external meetings over various time-zones and different mediums; face to face, video conference, and audio conference
• Anticipate, manage and co-ordinate European and International travel, ensuring timely preparation to include visa applications, whilst adhering to the Company s travel policy to ensure cost efficiency at all times
• Compile expense reports in a timely manner ensuring all appropriate receipts are attached and submissions are in line with the Company s expense policy
• Ability to prepare PowerPoint presentations, excel and word documents for team members
• Document production including preparation, printing and binding
• General administrative support: booking bikes, couriers, taxis, organising team events,
• booking client lunches and dinners
• Deacloud assisting the team with interaction logging, maintaining accurate contact records, pipeline, creating and maintaining deal information
• Assisting with KYC for on-boarding of deals for the team and using the SmartSearch system
• Assisting with client conferences and event management
• Assisting the team with booking holidays through the edays system
• Answering the telephone in a professional manner, taking accurate messages and relaying these appropriately without delay
• Ad hoc project work as requested
• Providing support and cover for other IB team assistants and reception cover as required

Experience, Skills & Competencies Required

Excellent communication skills (written and oral)

Ability to work on own initiative and manage time effectively

Well organised and methodical approach

Flexible attitude

High level of interpersonal skills and a good team player

Good working knowledge of MS Office

Ability to use video conferencing and presentation facilities (training will be given)

Discreet, professional manner - maintain confidentiality on all aspects of workload

Approachable and partnership orientated to assist with all tasks throughout the London office