Brook Street

EXECUTIVE ASSISTANT

Recruiter
Brook Street
Location
City of London, London, England
Salary
Negotiable
Posted
12 Jun 2018
Closes
10 Jul 2018
Ref
FENLLOY
Contact
Fenchurch Street Branch
Contract Type
Temporary
Hours
Full Time

Responsibilities:

  • Extensive support to the Chief Technology Officer and Group General Counsel through the management of their diaries, logistics and time management.
  • Coordinating both domestic and international travel arrangements including hotels, transfers and comprehensive itineraries of meetings.
  • Coordinating, tracking and reconciling expenses.
  • Assisting with the on boarding of new staff including the provision of IT equipment and the smooth transition and training on various LR systems.
  • Arranging conferences for the Legal & Data teams including the sourcing of venues, hotels, private dining, flights & visa arrangements.
  • Processing of expense claims and purchase orders and the monitoring of departmental expense in line with policies and procedures.
  • Work closely with the Deputy Company Secretary in arranging Foundation board meetings, dinners & away days.
  • Providing assistance to the Board members in the form of arranging flights, transfers and expense claims for attendance at board meetings.
  • The duties will be varied and some confidential - these will requiring the highest level of discretion
  • Assess the risks and work in a safe manner at all times, robustly implementing health and safety rules, instructions and systems and refuse to undertake work that compromises your safety or health.
  • Report in a timely manner all incidents including near miss and safety observations (NMSO), accidents and injuries and raise any health and safety concerns with line manager.

Skills:

  • Demonstrated experience working as an EA supporting a team of senior leaders in a fast paced corporate environment.
  • An advanced knowledge of the Microsoft Office suite including Word, SharePoint, Powerpoint, Outlook and Excel (intermediate on Excel will suffice).
  • Ideally candidates will have exposure of working within a multinational and multicultural organization where they have had to build relationships across virtual teams and support a team who travel extensively
  • Experience of working in a partnership or matrix structure firm is an advantage but not essential.
  • Polished communication skills including an excellent standard of written and spoken English.
  • Strong organization skills, with an ability to prioritize an often conflicting workload.
  • The ability to plan ahead and anticipate potential problems.
  • The aptitude to provide regular progress reports on administration matters.
  • The confidence and capability to work with senior profile executives, clients and Board members
  • The ability to form networks with staff at all levels and influence effectively.
  • The capability to keep matters confidential.
  • A quality driven approach, consistently aiming for high standards.

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