Executive Assistant

We are recruiting for an experienced Executive Assistant to join the Technology department. This is a permanent opportnity working on a full-time basis.

This role will be working closely with the Technology department and relevant Business Services colleagues at the firm’s head office in London. Its purpose is to provide an efficient and supportive secretarial and administration service.

The Technology Executive Assistant is primary responsible for assisting the Chief Information Officer (CIO), but will also be required to assist other members of the Technology senior leadership team as necessary.

KEY RESPONSIBILITIES //

The key responsibilities of this role are set out below and there may be others which are not listed. You may be required on occasion to work outside our normal working hours of 9:30am to 5:30pm.

• Diary and email management
• Meeting and room booking arrangements for Technology team meetings
• Following up on general enquiry emails as required
• Preparation of team meeting agendas and recording action points for circulation
• Preparation for and scheduling the yearly ISO Audit meetings
• Preparation and collation of meeting materials in a timely manner
• Screening phone calls and taking accurate messages
• Assisting with recruitment and supplier briefings
• Scheduling and circulating the weekly duty manager rota
• Arranging the weekly Infrastructure team cover rota
• Gathering monthly team newsletter content
• Organisation of monthly and quarterly Firm wide showcase events
• Preparation of slides and organisation of quarterly Technology department group meetings
• Assisting with travel arrangement
• Provide assistance with any ad hoc projects or administrative tasks to support the Technology team
• Being a point of contact for the Technology team
• Arranging payment of, and keeping record of invoices and expenses for managers
• Monitoring the Technology team’s absence calendar
• Organisation of team training and small events
• Assisting with general inductions for Technology new joiners or leavers arrangements
• Liaising with facilities and premises on office moves and health and safety requirements.
• Booking training courses and attendance at external conferences
• Process the departments overtime

Candidates for this position must have:

• Experience of working within an office environment as a PA or EA (essential);
• Experienced in undertaking routine and repetitive activities accurately and within set
• timescales (essential)
• Experienced in supporting a team, group or department (essential)
• Experience working within a corporate or professional services firm (desirable)
• Computer literate with proficiency in all Microsoft Office packages
• Fast and accurate touch typist
• Discretion in relation to team confidential information
• Willing to work independently, as well as part of a team
• Excellent English communication skills (written, spoken and presentation), spelling and grammar essential
• Resilient and able to work in a fast paced environment
• Strong attention to detail
• Good organisational skills
• Able to manage quantitative and varied information and prioritise work flow
• Open minded, friendly, reliable and flexible
• Personable, but highly professional
• Able to challenge process and seek out better ways of working