This is an opportunity to support at a senior level within this fast-paced environment. If you have a solid EA background working with senior stakeholders gained in an office environment and able to demonstrate an advanced Assistant skillset - apply for this role! It's a great chance to demonstrate your strong degree of flexibility given the demanding nature of this role. Additionally, you should have a high degree of confidentiality, strong work ethic, good time management, resourcefulness, diligence, and a strong business and client deliverable focus.
As a Business Assistant within our Securities Services team, you will have the opportunity to showcase your strong administrative skills in a dynamic and fast-paced environment. Your role will be diverse and will require a high level of confidentiality and a strong work ethic. You will be supporting various lines of business, adapting to the changing needs and demands of the role. We value your solid PA background and flexibility, and we look forward to seeing you thrive in this challenging role. This is an in-office role, 5 days a week.
Job responsibilities
- Perform executive diary management & complex travel arrangements (end to end) and within line of business policy: co-ordination of flights, trains, check in, VISAs, accommodation, and ground transportation planning. Manage a multitude of frequent changes at short notice and prepare travel itineraries.
- Manage internal/external meetings, conference calls.
- Partner with relevant groups to execute travel and entertainment booking and enable expense processing within policy. Escalates and enforces all CIB/Firmwide T&E policies with their team including receipt requirements and timely handover of required information.
- Use internal systems, complete accurate data entry (Concur, eSource, Travel Portal, iMeet/iMemo, Microsoft Teams, Zoom, OMD & Cross Boarder).
- Understand political landscape/key people within the organisation.
- Act as an integral partner to the business, and able to understand group priorities independently.
- Cover group mentality and strong team work ethic with a high degree of flexibility.
- Perform general administration duties (room bookings, filing, photocopying, stationery, and business card ordering).
- Partner with all assistants across the CIB group to provide back-up coverage during planned/un-planned absence sporadically.
- Support ad-hoc project work - distribution list owner/management, org chart updates etc.
Required qualifications, capabilities and skills
- Professional client handling and relationship building with all clients, Bankers, and Business Assistant cover groups across front office cover groups.
- Full competency in diary management, can apply good judgment and has an understanding of competing priorities.
- Awareness of expense systems and cost control initiatives e.g., can champion expense policy, process expenses in a timely manner.
- Excellent telephone manner; polished, professional approach, calm and composed manner, ability to work in a pressured environment and partner effectively with peers.
- Exhibits a positive, common sense, constructive attitude to drive stakeholders schedule and help manage time effectively.
- Can follow up without prompting and keep one step ahead of arrangement 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.
- Has an understanding of the culture of Investment Banking.
- Is driven and can manage expectations through communicating proactively and often across different hierarchies.
- Bi-lingual: Fluent German / excellent English.
- Strong proficiency in Microsoft Office.