Executive Assistant

9-6 Monday to Friday / 4 days in the office an 1 wfh * To provide secretarial and administrative support service at MD/Director level and their deal teams * 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 on-boarding 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 Experience, Skills & Competencies Required · Excellent communication skills (written and oral) · Ability to work on own initiative and manage time effectively · Well organised and methodical approach · Flexible attitude · High level of interpersonal skills and a good team player · Good working knowledge of MS Office · Ability to use video conferencing and presentation facilities (training will be given) · Discreet, professional manner - maintain confidentiality on all aspects of workload · Approachable and partnership orientated to assist with all tasks throughout the London office