Office Manager – Executive Assistant – Investment Banking
My financial services client based in London requires an Office Manager / Executive Assistant to join them at a very exciting growth surge in the business. This role will be based 4 days a week in their office in London and the remaining day can be worked remotely. This is a permanent role paying £60-80K for a candidate who has worked within a high pressured, fast moving financial services/investment banking setting. The ideal candidate must be reliable, exercise excellent judgment, handle confidential information in a professional and discreet manner, have exceptional communication skills, demonstrate professionalism, have the ability to handle numerous projects, and must handle a heavy workflow with a high level of accuracy. The successful candidate will have experience supporting senior level executives and be comfortable interacting with other senior members of the team and external clients in a fast paced and entrepreneurial environment.
Job Functions:
General Administration/Office Management:
- On-boarding and training process of new office services employees
- Aid management with the recruiting process of new team members
- Ensure day to day maintenance of amenity spaces, including conference rooms and pantries is completed and up to par
- Coordinate with both IT & Premises departments weekly to ensure guest space assignments are maintained with proper equipment
- Coordinate materials/supplies
- Process invoices to ensure vendors are receiving payment in a timely manner
- Provide support in the firm’s security protocols, reporting, and building ID process
Executive Assistance:
- Manage complex calendars; determine what events MD presence; manage schedules for on and off-site meetings and travel
- Arrange meetings and appointments with clients and other counterparties
- Arrange domestic and international business travel; coordinate hotels/meetings/meals
- Prepare itinerary – keep other staff posted as necessary
- Assist visiting clients with travel arrangements
- Process expense reports utilizing the Workday system to enter all information
- Interface and communicate with internal administrative functions on behalf of the professionals they support, including expense management, conference management, marketing and other departments
- Answer multiple phone lines and provide phone coverage for other team members as needed. Able to professionally relay appropriate information to callers as directed, route calls to other persons as necessary and ensure that messages are received and conveyed promptly.
- Proactively organize materials for calls, meetings, and travel
- Liaise with administrative staff of clients as necessary
- Monitor emails for professionals, as requested
- Complete expense reports
- Perform other related duties as assigned or requested by professionals they support