Administrative Assistant

We are recruiting for an experienced Administrative Assistant to join our London office, supporting our Investment Banking team. The Administrative Assistant provides direct administrative coordination and support to a department and/or group of professionals. The role involves relieving supported individuals of administrative responsibilities to enable greater productivity and efficiency. Represents the firm in a professional manner in all communications and may interface with clients and outside parties. Works under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes. Independently exercises discretion and independent judgment and is capable of analysing information requests and determining trends. Proactively identifies systems and processes to create greater efficiencies.

• Travel - Arranges end to end travel plans utilising the use of our travel provider platform and suppliers for global consistency ensuring comprehensive itineraries are prepared for the traveller
• Expense –Compiles and submits all expense reports in a timely manner
• Calendar & Meeting Coordination – Manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, IT facilities, timing, etc.) have been prepared. Employs effective reasoning skills
• Info and Data – Updates and maintains contact databases. May include compiling and analysing information for inclusion in reports or presentation materials including preparing reports, charts, graphs, or tables as necessary. Demonstrates the ability to utilise software applications for maximum effect and efficiency
• Office Support – Provides office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hardcopy filing
• Projects & Processes – Participates in other projects as required

Core Responsibilities:

• Advanced, proactive diary management, facilitating swift set-up of meetings as required
• High volume email management
• Understanding and meeting the needs of internal and external clients
• Gate keeping both in person and over the phone
• Shared phone coverage for a busy department. Coverage is required if a member of the team is out of the office or otherwise engaged; assistance is required for all team members
• Arrangement and follow through of all meetings, conference calls and VC calls (internal and external) this includes but is not limited to the arrangement of any additional requirements such as catering and specialist I.T equipment
• Arrange dynamic and complex travel arrangements: co-ordination of flights, check in, Visas, accommodation and ground transportation logistics in accordance with the William Blair Travel Policy. Manage a multitude of frequent changes at short notice and prepare travel itineraries
• Timely management of expense processing through Concur to ensure reimbursement, personal amounts owing and account reconciliations are managed promptly
• System functionality expert - utilise internal systems (Salesforce/Concur), complete accurate data entry into internal management information systems and be responsible for accurate collation of information to senior management
• Become integral part of business and understand group priorities
• General administration duties (room bookings, photocopying etc.)
• Partnership with assistants across the IB group to provide coverage for absence and team support where necessary

Essential skills/experience:

• Professional client handling and relationship building with all clients, senior management and cover groups
• Full competency in diary management, can apply good judgment and has an understanding of competing priorities
• Strong interpersonal skills and a professional executive communication style
• Experience of dynamic travel organisation and the production of accurate itineraries
• Must demonstrate pro-activity and ownership of tasks and role
• Strong technical capabilities in Microsoft packages including Outlook, Excel and Word as well as Expense systems and CRM systems
• Awareness of the expense arena and the importance of continuous management and cycles
• Presents a polished, professional approach and maintains a calm and composed manner whilst demonstrating the ability to work in a pressured environment
• Exhibits a positive, common sense and constructive attitude to drive and manage tasks and time effectively
• Is flexible, willing and open to change
• Independently follows up on tasks and stays ahead of arrangements and requirements, displays good use of initiative and follow through to completion.
• Has a high level of attention to detail and delivers high quality results
• Is a team player who can build networks and work in partnership
• Solutions orientated
• Acts on opportunities to go above and beyond their day to day activities

Qualifications:

• Financial services industry background preferred
• Proficiency in Microsoft Office Products
• Excellent verbal and written communication skills
• Ability to adapt to new tasks and be flexible
• Ability to exercise independent judgment
• Ability to prioritise and handle multiple assignments simultaneously
• Desire to work and excel in a team environment
• Delivers clear, effective communication and takes responsibility for understanding others

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