Job Application

Executive Assistant - FIG, IBD
Location: United Kingdom: London
6 month rolling contract

JOB DESCRIPTION
This role requires a professional Assistant to provide a fast and efficient service to senior bankers in FIG (Financial Institutions Group) within Investment Banking Division

Secretarial/Administrative

* Extensive verbal and written interaction with internal colleagues and external clients ensuring the building and maintenance of relationships, both domestically and internationally, within the team and across other business units
* Diary management:
- Exclusive control of business schedule
- Maintain calendars, act as 'gatekeeper' for diary
- Arrange internal and external meetings, video and phone calls - including all meeting venues, dial-in details, etc
- Pro-actively ensure diaries do not have clashes and use initiative to find resolutions and workarounds
- Work in an incredibly fast-paced environment where diaries are constantly changing

* Travel & Expenses:
- Proactively book and co-ordinate all travel including flights, hotels, visas, currency and ground transportation within the Firmwide Expense Policy
- Ensure relevant agendas and itineraries are organised in advance
- Process monthly expenses (American Express card, out-of-pocket expenses, invoices) in a timely manner, using Firm systems such as Concur
- Ensure expenses are processed quickly and efficiently and are within policy
- Proactively ensure expenses flow through internal checking system
* Maintain in-house Client Relationship Management (CRM) system
* Event management: Closing events, social/team events, etc.
* Any other ad hoc tasks, eg ordering business cards, or projects

Absence Cover (Buddy Team)
* Provide phone cover and support to Bankers outside of designated team when other members of the buddy group are out of the office
* Work with buddy group to ensure consistent Assistant coverage during lunch breaks, holidays and sickness absence
* Ensure handover notes are kept up-to-date for ease of coverage

PERSON SPECIFICATION

* An experienced, confident, friendly, outgoing, people-oriented personality, able to liaise with clients and staff at all levels
* Ability to remain calm under pressure and deal with last-minute changes effectively and efficiently
* Ability to work in an extremely fast paced environment with constantly changing schedules
* Excellent time/priority management skills & flexibility
* Strong team player/buddy to other assistants in team
* Articulate, effective communicator
* Proactive 'can do' approach, ability to use own initiative and judgment
* Ownership of all tasks, following up outstanding items without the need for chasing
* Highly organized & attention to detail
* Discreet, professional manner - maintain confidentiality on all aspects of workload
* Good knowledge of Microsoft applications (Windows10), and in particular Outlook
* Experience processing expenses online (eg on Concur)
* Experience booking travel via an online booking tool
* Experience working with CRM systems
* Experience using Zoom
* Experience working in Investment Banking (Corporate Finance, M&A Advisory) preferred

Our Recruitment Delivery Team are committed to offering an inclusive recruitment experience to all candidates. If you require any accommodations or adjustments as a result of disability, impairment, or health condition, please do not hesitate to let me know by emailing