Our Administrative Assistants provide high-quality, proactive administrative support within a fast-paced, team-oriented environment. This role partners closely with business leaders, firm executives and assistant colleagues to ensure seamless calendar management, meeting coordination, travel logistics, and day-to-day operational support, while exercising sound judgment, discretion, and professionalism at all times. Coverage needs may evolve based on business priorities and location.
Role & Responsibilities:
Provide executive support to multiple senior MDs, including:
Full diary management; schedule meetings, receive and accommodate meeting requests, facilitate audio/visual requirements including multiple Zoom IDs and book meeting rooms as required
Awareness of senior manager priorities and workload, adapting level of support accordingly
Travel arrangements; book flights and accommodation, prepare full trip itineraries, arrange/apply for visas, submit pre-trip approvals
Expense management; process travel and expense claims through Concur
Incoming call management and phone coverage when required
Assist with preparation of presentations and/or other documentation for meetings
Completion of weekly timesheets
Provide administrative support to the broader division, including:
On-floor support for new joiners and transfers into the division; account set up, desk and locker allocation, corporate directory profile update, reporting line update, provision of access to the office space
Org tree maintenance for the division in Role Management System; identity event processing, manager role allocations and general maintenance
Point of contact for visitors; provision access to the office, register their details, book conference rooms and catering, organize materials
Reconciliation of weekly timesheets and time entry adjustments
Space management; maintain desk and locker allocations, monitor capacity and escalate as required, organizational support of divisional moves
Resolution of any IT issues with the helpdesk
Resolution of any on-floor issues with the facilities team
Ad-hoc ordering of occupational health equipment and supplies
Contingent worker population management including onboarding, extension of end dates, assignment updates
Point of contact for any ad-hoc queries, escalating as requiring
Coordination with other global divisional admins to ensure seamless support
General administrative duties such as photocopying, filing, archiving, coordination of couriers, distribution of mail etc.
Skills & Experience required:
Prior experience as an Executive Assistant
Solid organizational skills – ability to multi-task and prioritize effectively
Strong attention to detail
Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team both locally and globally.
Ability to communicate clearly, concisely and confidently
Ability to take initiative, follow up where necessary without prompting and seek clarification when needed
Strong work ethic with a positive attitude and growth mindset
Ability to work well under pressure and remain professional in a busy environment
Discretion; ability to handle sensitive matters confidentially at all times
Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
Able to prioritize a variety of time-sense tasks
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