Executive Assistant Administrator

Overview

To support parts of the IB team in a multi-faceted role encompassing several responsibilities:

To provide secretarial and administrative support service at MD/Director level and their deal teams

Responsibilities

• Complex diary management for the team, being able to anticipate issues in multi-time zones
• Meeting Coordination: organising logistics for both internal and external meetings over various time-zones and different mediums; face to face, video conference, and audio conference
• Anticipate, manage and co-ordinate European and International travel, ensuring timely preparation to include visa applications, whilst adhering to the Company’s travel policy to ensure cost efficiency at all times
• Compile expense reports in a timely manner ensuring all appropriate receipts are attached and submissions are in line with the Company’s expense policy
• Ability to prepare powerpoint presentations, excel and word documents for team members
• Document production including preparation, printing and binding
• General administrative support: booking bikes, couriers, taxis, organising team events, booking client lunches and dinners
• Deacloud – assisting the team with interaction logging, maintaining accurate contact records, pipeline, creating and maintaining deal information
• Assisting with KYC for onboarding of deals for the team and using the SmartSearch system
• Assisting with client conferences and event management
• Assisting the team with booking holidays through the edays system
• Answering the telephone in a professional manner, taking accurate messages and relaying these appropriately without delay
• Ad hoc project work as requested
• Providing support and cover for other IB team assistants and reception cover as required
• Assisting EAs with staff events and team led events

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