Team Assistant

A Team Assistant is required to work for an asset management company (150 employees) who are a leading niche supplier in their sector. The company prides itself on its platinum award for Investors in People and Charities Aid Foundation platinum award for payroll giving. The Team Assistant will be supporting a team of 11 people including Senior Management and their teams, to increase their effectiveness and efficiency.

Key Responsibilities

Diary Management – Senior Managers:

• Organise the diaries of the Senior Managers in a professional and efficient manner, taking into account changing priorities. This will involve the coordination of travel itineraries, including rail and air travel, as well as taxis, along with hotel bookings.

Diary Management – Team:

• Facilitate the organisation of complex meetings for team members (internal meetings with few attendees should ideally be organised by the team members themselves).
• Assist in coordinating complex travel itineraries for the team (team members should ideally book simple A to B to A itineraries themselves).

Workshops & Events:

• Help in organising internal and external workshops as necessary, including booking venues and circulating itineraries.
• Organise corporate hospitality for the team and external events (lunches, dinners, etc.) as needed.

‘Gatekeeper’:

• Serve as the primary point of contact in the absence of the Senior Managers, managing visitors, phone calls, inquiries, and requests appropriately.
• Manage incoming emails and mail for the Senior Managers. Also, prepare various documents including typing, briefing papers, and presentations as needed.
• Compile monthly Board Reports in a timely manner, which may involve filing and photocopying.

Expense Claim Management:

• Recording Senior Managers' monthly expenses in accordance with policy and deadlines.
• Completing other team members' expenses when necessary.

Cost Control:

• Ensuring that any decisions made balance efficiency with cost effectiveness.

Minute Taking and Dictation:

• Production, organisation, and distribution of meeting documentation. Recording minutes and implementing follow-up actions as directed. Production, collation and dissemination of documentation for and resulting from meetings.
• Take minutes when required and follow up actions from the meeting as directed.

Collating Data from across the team:

• Collect information such as appraisal documentation from across the team and collate for the Senior Managers.

Annual Leave Cover:

• Cover for other team support during annual leave when required.
• To be responsible for ensuring that administrative systems in support of the team are effective and records are up to date, maximising use of IT to improve efficiency.

Location:              Victoria, London (Hybrid working, 3 days a week in the office)

Hours:                  9:00am – 5:00pm

Salary:                  £30,000 - £35,000 per annum

Benefits:              25 days holiday plus bank holidays, 15% Pension plan (can be taken as cash), discretionary annual bonus of upto 20%, Life Assurance, Group Income Protection, Benenden Health Insurance, Perkbox, Volunteering day off, double match charitable donations