Executive Assistant

Posted 19 March by RMS

My client is a well-established firm with fourteen offices and 500 employees globally. They have seventy employees in their London office with eleven Assistants, making for a really nice team culture. They are a really nice sociable office with people always going out for drinks after work. They also put on two company lunches a month, encourage people to socialise in their huge kitchen, which has a capacity of up to 100 people, and even annual trips abroad. They are looking for a warm, sociable, outgoing and proactive Executive Assistant!

Key Responsibilities

  • Manage and assist team and corporate processes
  • Extensive diary management including booking and coordinating meetings, conference calls and general admin
  • Printing/filing documents
  • Prepare material, update and editing presentations
  • Travel arrangements and preparing expenses for team
  • Approving travel invoices for your team
  • Register and update contacts in database
  • Contacts with portfolio companies, business partners, advisors, lawyers etc
  • Coordinate and arrange internal and external company events and offsite conferences
  • Maintain corporate databases

Experience

  • Minimum of two years relevant work experience in the investment / financial services industry or other comparable, for example company secretarial or legal background
  • Experience working within large corporate structures and the associated administration
  • Excellent organisational skills with an ability to think proactively and prioritise work
  • Experience exercising discretion and confidentiality with sensitive company information
  • Ability to work in an international environment is desirable
  • Some experience in organising events would also be desirable

Personal Qualities

  • Ability and willingness to learn, especially about the organisation, industry and the structures in which their clients operate
  • Genuine interest in the business and desire to be part of the team
  • Adaptable and able to operate in an evolving environment
  • Ambitious: believing that good enough is never good enough, there is always room for improvement
  • High performing: giving people responsibility and freedom to act and base evaluation on performance
  • Respectful: acting with integrity and having respect for each other and external stakeholders in everything they do
  • Industrial: having a long-term view on value creation by taking an industrial and operational approach to the business
  • Entrepreneurial: being innovative, action-oriented and having a sense of urgency about driving change
  • Informal: being non-hierarchical - everyone is encouraged and expected to speak their mind
  • Transparent: being open and honest, with each other as well as with external stakeholders

Knowledge & Skills

  • Experienced user of Microsoft Office: PowerPoint, Excel, Word and Outlook
  • Salesforce, CRM, Netsuites

Qualifications

  • Ideally a university degree, but will consider relevant experience as well
  • Additional qualification as Personal Assistant a plus

Conditions & Remuneration

  • Salary: Up to £35,000 depending upon experience
  • Benefits: discretionary bonus; worldwide healthcare and dental for you + spouse + dependents; 30 days holiday (not closed between Christmas and New Year); PT in the office once a week and looking at yoga once a week; once you go permanent you will get £600 to spend on fitness for the year; 6% pension which is non-contributory; childcare vouchers; cycle vouchers; once permanent they also get 5% of their salary towards childcare; they are currently looking into life insurance
  • Hours: 9-6pm Monday - Friday with 1 hour for lunch
  • Holidays: 30 days annual leave
  • Location: West End
  • Supporting: Seven individuals, including three Directors
  • Temp to perm: It is a three month temp to perm role, which is company policy. This can be part of your six month probation period
  • Start date: Open to immediate or notice period

RMS Recruitment is a boutique PA & Secretarial agency in Mayfair. If this Executive Assistant role is of interest please apply now.

Application question

Do you have two years as a PA in an investment environment?

Reference: 34713861

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