Overview
To support parts of the IB team in a multi-faceted role encompassing several responsibilities:
To provide secretarial and administrative support service at MD/Director level and their deal teams
Responsibilities
* Complex diary management for the team, being able to anticipate issues in multi-time zones
* Meeting Coordination: organising logistics for both internal and external meetings over various time-zones and different mediums; face to face, video conference, and audio conference
* Anticipate, manage and co-ordinate European and International travel, ensuring timely preparation to include visa applications, whilst adhering to the Company’s travel policy to ensure cost efficiency at all times
* Compile expense reports in a timely manner ensuring all appropriate receipts are attached and submissions are in line with the Company’s expense policy
* Ability to prepare powerpoint presentations, excel and word documents for team members
* Document production including preparation, printing and binding
* General administrative support: booking bikes, couriers, taxis, organising team events, booking client lunches and dinners
* Deacloud – assisting the team with interaction logging, maintaining accurate contact records, pipeline, creating and maintaining deal information
* Assisting with KYC for onboarding of deals for the team and using the SmartSearch system
* Assisting with client conferences and event management
* Assisting the team with booking holidays through the edays system
* Answering the telephone in a professional manner, taking accurate messages and relaying these appropriately without delay
* Ad hoc project work as requested
* Providing support and cover for other IB team assistants and reception cover as required
* Assisting EAs with staff events and team led events
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