Brook Street

EXECUTIVE ASSISTANT

Recruiter
Brook Street
Location
City of London, London, England
Salary
£36000 - £44000 per annum
Posted
19 Jun 2018
Closes
17 Jul 2018
Ref
FENLLOY
Contact
Fenchurch Street Branch
Contract Type
Contract
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 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.