Job Description

Job Specification

Main Duties and Responsibilities of Role:

• Ensure that Global Lead of Shipping Finance is at the right place, at the right time and with the right papers
• Management of Global Lead of Shipping Finance inbox and diary - responding where appropriate to emails
• Proactive diary management for Shipping Team Members
• Travel arrangements for team members
• Booking meetings, lunches, dinners, taxis as necessary
• Fielding calls and taking messages
• Keeping accurate expense accounts and processing on monthly basis
• General filing, archiving and photocopying
• Accurate recording of Gifts, Entertainment & Business Lunches/Dinners
• Arranging various events for Shipping Finance team (including managing and coordinating with internal and external clients, service providers, costing, etc.)
• Secretarial back-up to other team assistants during their holidays, sickness, etc.
• Recording Courses / Training
• Governance
• HR

Transaction Support:

• Arranging conference calls and meetings for deal teams
• Data management

Core Tasks & Material Responsibilities

Admin Support

• Provide key admin support to Shipping Finance Team \xe2\x80\x93 15 FTE including two Managing Directors and three Directors
• Diary management, predominantly for Global Head Shipping Finance and support for rest of team ensuring shared team calendar is kept up to date.
• Attend and minute monthly WIP meeting ensuring a copy of the minutes and Masterfile are stored and circulated safely each week
• Ensuring the team are aware of Watchlist/LLP meetings and invite accordingly, circulating the agenda
• Booking and coordination of internal and external meetings, calls, lunches, dinners, entertainment and taxis as necessary
• Maintain / monitor all online subscriptions
• Any ad-hoc project work when required
• Secretarial back-up to other team assistants during their holidays, sickness, etc

Travel, Entertainment & Expenses

• Travel: arrange complex travel for all Shipping team members and Shipping Global Lead. Prepare itineraries, required paperwork, ensure all approvals are obtained and any travel visas/requirements where necessary
• Maintain Travel system \xe2\x80\x93 ensure all details are correct and updated in the travel booking tool
• Arrangements for ING Overseas Visitors passes, logging entries and organising desk space etc.
• Keep accurate expense accounts and process on a monthly basis and remind team to make payments on a timely basis.
• Accurate recording of Gifts & Entertainment

Event Management

• Co-ordinating various events for team physically and virtually (including managing venue/catering, coordinating internal colleagues, external clients, service providers, costing, etc)
• Principal arranger of team building events / activities

Governance and Procedures

• Assisting Shipping UK to ensure that Procedures Manuals are updated if required
• Assist Shipping UK to refresh and maintain departmental Disaster Recovery/Business Continuity plan if required
• Help with coordinating team responses to ING projects/initiatives

Finance

• Attend monthly meetings with Finance to check departmental costs and monitor alongside budget for the cost centre

Human Resources

• Ensure accuracy of Shipping FTE & Organisation chart and update when required
• Assist with monitoring / chasing mandatory 2 week leave requirement and outstanding compulsory training
• New joiners/Leavers: Oversee onboarding of new joiners, monitor desk space and provide appropriate induction materials such as departmental policies and procedures. Ensure addition and removal of joiners / leavers from departmental systems (e.g. shared drive)
• Recording sickness and all leave accurately
• Co-ordinating appraisals and sending requests for feedback

Candidate Profile

Qualification, Experience and Personal Competencies

• A minimum of 3 years\xe2\x80\x99 experience working in a personal assistant role, for a senior executive, ideally at a financial institution
• Familiar with Microsoft Office, arranging travel and good communication skills
• Calm personality with a sense of humour
• Min 3 days per week in the office but will need to be flexible around this.

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