We are looking for an enthusiastic and ambitious administrator to join our growing Wealth business to help us with the administrative tasks for our high profile Global Investment Forums. If you’re looking for a career that will unlock new opportunities, join our team and experience the possibilities.
The administrator will take full responsibility for all administrative tasks relating to the Forums, which we run five of internationally each year. A crucial element of this role will involve editing and improving PowerPoint slides. The other half of the role will be to undertake various administrative tasks to ensure the successful delivery of each Forum. With a strong work ethic, high attention to detail and a passion for delivering excellence, the candidate will exceed the high expectations of our clients, investment managers and staff who attend the Forums throughout the world.
The administrator will work closely with three members of the Global Investment Forum team, located in Sydney, London and Toronto. Therefore, the ability to work across different time zones is crucial. The administrator will report to the local Office Manager based in London.
This is a brilliant opportunity to be part of an incredibly driven and talented team with a reputation for delivering the highest quality events. If you have high attention to detail and a willingness to go the extra mile to achieve high standards, that will set you apart as an outstanding member of our team. If you have outstanding project management and communication skills then continue to read ahead.
Key responsibilities are divided into the following two categories, each making up roughly 50% of the role:
Format and re-design slides, liaising with Forum team and Forum speakers accordingly
Check and update PowerPoint slides from speakers to ensure they are consistent with the Forum PowerPoint template
Undertake ad-hoc PowerPoint requests from the Forum team
Co-ordination and analytics tasks:
Liaise with Forum team and speakers as well as our external app and website providers and copyeditors to coordinate forum collateral such as speaker bios, exec summaries, agendas and photos
Arrange rehearsal meetings and other Forum meetings for the Forum team as needed. May attend rehearsal meetings and will take action as a result as per PowerPoint or other tasks.
Provide updated information and liaise with local operational leaders to ensure we meet attendance targets and business is clear on who is attending.
Undertake various data management or analytics tasks, such as downloading data from GIMD and comparing with registrants who attended previous Forums, feedback analysis etc.
Manage the content for the Forum website, intranet site and internal team folder system
Keep track of Forum staging info such as polling questions
Coordinate Forum video material
Respond to attendee requests for Forum materials, certificate of attendance, etc.
Co-own the Forum Outlook inbox - monitor emails; respond to requests etc.
Track and maintain requests to be added to distribution lists
Work with Mercer finance and external fund managers re invoicing, maintaining records/files of communication/attendance arrangements, following up on outstanding invoices.
Our ideal candidate
To be successful in this role you will have high attention to detail and take pride in reviewing and editing PowerPoint slides to make them look first class! You will also have experience of working as an assistant.
Outstanding administrative, project management and communication skills are essential for this role. You will have advanced working knowledge of MS office applications primarily PowerPoint and Outlook, although you will use Word and Excel extensively as well.
Our ideal candidate will have at least 12 months experience of working in an operational/project management/secretarial role, preferably in a professional service environment, interacting with senior stakeholders and/or clients globally. You will ideally be a degree holder (minimum 2:1).
You will have a strong work ethic and be flexible and adaptable (as non-core working hours will be necessary at times) and ideally have experience of working across different time zones. You will be motivated to work independently and as part of a team as needed so that deadlines are met.
As well as having the ability to work well as part of a team, you’ll be willing to embrace opportunities to build your skills in order to offer quality and to influence and build strong relationships with key stakeholders across the Wealth business.
- Administrative Duties
- Microsoft Office
- Highly Detailed
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