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Job Details:
Company name : Page Personnel – UK
Position Name : Executive Assistant
Location: London
Job ID : 2a9618cebadaeb17
Description : Are you immediately available and open to temping?
I have an EA role until the end of April at a Financial Services firm
About Our Client
A Financial Services firm located in the City of London
Job Description
Executive Assistant support includes:
Complex diary management for the COO and Head of EMEA and APAC including organising meetings, video conferences, WebEx presentations and conference calls etc across multiple time zones.
Extensive travel organisation; flight, trains, accommodation, transfer bookings and visa applications.
Credit card, cash and travel expense reconciliation
Managing committee meeting participation for the COO and Head of EMEA and APAC
Proactively initiating video conferences and conference calls and dealing with issues that may arise
Liaising with the London office, NY office and external clients and contacts offering availability options and building good working relationships. Communicating in a professional and client focused manner when liaising with clients and their assistants
Proactively managing the calendar for the COO and Head of EMEA and APAC, and potentially other Department Heads, dealing with clashes, forward planning, ensuring meeting rooms and VC’s are booked for meetings, ensuring reception is informed of external guests
Communicating effectively, collaboratively, and professionally on an ongoing basis with the management team and Admin team regarding changes to the calendar, forthcoming events or important items to note regarding the office
Managing own time efficiently ensuring all requests are dealt with in a timely manner. Updating line manager when deadlines cannot be reached
Managing the UK Board, Management and Committee meeting preparation such as preparing agendas, scheduling meetings, and collating and distributing meeting materials.
ExecAdmin support services include:
Alongside colleagues in the ExecAdmin team, you will be responsible for receiving and promptly dealing with Admin requests that arrive into the ExecAdmin team shared inbox from the Department Heads and London/international offices
The ExecAdmin emails and communications can be voluminous so effective and prompt personal inbox management is essential. You will also be required to communicate effectively amongst the team ensuring all information is shared on tasks actioned
At times, you be required to assist fellow ExecAdmin team members. Should they be out of the office and an urgent request comes into their role, you will be required to muck in and assist, actioning the request and providing them with an update
Providing ad hoc Reception cover should the need arise.
The Successful Applicant
Executive Assistant skills/personal requirements:
Friendly and personable
Shows gravitas and able to push back when required
Shows the ability to forward plan instead of working in a reactive manner and waiting for requests to arrive in
Proactive and takes initiative
Strong team player with the ability to build good working relationships with functional Line Manager, Departmental Heads, ExecAdmin Team and Administrative team in other offices
Excellent verbal and written communication skills
Well-presented and professional
Good time keeping skills
Excellent IT skills including Microsoft Office
Able to multitask and prioritise
Able to work under pressure and exude a calm composure
Have a ‘muck in’ attitude and work well within the ExecAdmin team building good working and cooperative relationships
Fast and efficient personal inbox management is essential to manage the high volume of requests arriving in via email
What’s on Offer
A temporary Executive Assistant role to work for a Financial Services company until the end of April (this could be extended)
Contact
Katy Simmonds
Quote job ref
JN-122021-4555009
Phone number
+44 207 269 2421
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