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UK MD Executive Assistant & Office Manager - Investment Banking

Location: CITY OF LONDON, LONDON, UNITED KINGDOM Salary: 40,000-45,000 GBP (UK Pounds) Per annum, inc Benefits
Sector: Banking Job Type: Permanent
Shift Type: N/A Applications: 24
Posted: 28 days ago Reference: X3-485913

 
UK MD Executive Assistant & Office Manager - Investment Banking


A leading French Investment Bank in the City of London are looking for a UK MD Executive Assistant & Office Manager. This role is paying between £40000 - £45000 plus excellent benefits.


Key Responsibilities:
The UK MD Executive Assistant & Office Manager is responsible for supporting and working closely with the UK MD, and the smooth day to day administration of the UK business, including the ongoing review of all existing administrative policies and procedures, identifying areas of improvement and suggesting and implementing constructive solutions. The individual will also be responsible for acting as a liaison point for the Branch with outside vendors I suppliers.
As an Executive Assistant to the UK Managing Director, the individual will provide administrative and secretarial support to ensure the efficient operation of her/his working day.

The individual will be involved in overseeing HR related matters for the department such as helping to arrange interviews, on­ boarding of new starters, and completing all necessary IT/ Compliance requirements.

Specific duties include:
UK MD Executive Assistant

• Diary management for UK MD
• Preparation of meeting materials e.g., research & presentations
• Complete UK MD meeting reports in CRM and track actions on behalf of MD
• Acting as Secretary to relevant Branch meetings (including preparation and despatch of minutes) and support to produce all meeting materials
• Support marketing collateral and presentations
• Up-dating the client database and generating system reporting
• All travel for UK MD
• Any other team administration as directed by the UK MD

Office Management

• Monitoring and maintaining office supplies
• Monitoring of post and managing all shipping requirements
• Maintenance of an effective and up to date filing system to ensure the easy retrieval of relevant materials
• Assist with HR matters, including the coordination of recruitment and appraisals
• Completing starters and Ieaver checklist for all staff including providing new staff inductions
• Coordinate any IT and systems issues for the team
• BCP liaison and contact point
• Co-ordination of meetings and client events (including room set up and distribution of marketing material)
• Overseas travel arrangements for all UK staff
• Managing logging of all expenses for all UK staff
• Managing payment of supplier invoices (in liaison with Head of Finance)
• Managing administration of UK Intranet
• Joint responsibility (with Compliance) for managing administration E-Campus (compliance training)

Experience required:
• Extensive Office Management I PA experience in a financial services firm or other blue-chip organisation.
• Experience of working with a broad level of the organisation and liaison with senior management
• Excellent organisation skills and ability to multitask
• Strong communications skills (both
written and oral), including liaison
with senior management
• Self-motivated
• Ability to learn quickly
• Strong team player with experience of working in a small team environment
• Ability to cope well and remain calm under pressure and to turn work around quickly
• Strong problem-solving skills
• Strong interpersonal skills

Skills / Knowledge :

• IT literate (Microsoft Office, Excel, Outlook, Powerpoint)
• General understanding of the financial markets - Highly desirable

 

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