Executive /personal Assistant Maternity Cover

London, United Kingdom

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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Job Detail

  • Job Id
    JD3017291
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    London, United Kingdom
  • Education
    Not mentioned