Executive Assistant, Private Wealth
Capital Group
Total years of experience :6 years, 5 Months
• Provide executive assistance to 3 Business Development Managers and additional support to other team members with tasks including diary management, travel arrangements, reconciling expenses, responding to and directing client queries etc.
• Maintaining and creating client/prospect information and meeting activities through Marketing Database (Sales Force).
• Maintaining marketing literature library for client/prospect meetings both digitally and physically
• Co-ordination of UK Sales Meeting; preparing agendas, liaising with guest speakers etc.
• Creation and maintenance of UK Sales team SharePoint site and also Marketing Assistant Group site.
• Co-ordination of multiple external client events from planning phase to execution.
• Provide 1-2-1 EA support to 3 senior executives including 2 Directors and 1 Managing Director including; diary management, international and local travel bookings, preparing meeting documents and itineraries, taking minutes etc.
• Provide support to senior level bankers including; extensive international travel booking, arranging visas, reconciling expenses, booking meeting rooms for client meetings, handling all corporate card issues etc.
• Liaising with PAs in other locations and providing support to senior management travelling to the London office.
• Manage the process for all new joiners including setting up desks and arranging IT equipment and applications, repatriation for families etc.
• Maintain and update various systems and files including; IPB Travel Register, organisational charts, key amendment and large transaction reports, invoicing/purchase order systems.
• Involvement in various COO projects including Olympic Planning, co-ordinating large scale desk moves, VDI migration etc.
• Working closely with HR teams to maintain staff records through the HR PAT portal.
• Support the internal and external meetings including arranging room bookings, equipment and catering needs.
• Act as gatekeeper to all incoming correspondence and direct as necessary.
• Prepare documentation such as agendas and figures for meetings/presentations and co-ordinate any project work.
• Make and coordinate travel arrangements in line with Company policy; including preparing itineraries, booking hotels/flights/tickets/restaurants etc.
• Experience in invoicing, raising purchase orders and capital expenditure requests.
• Manage the processing of payroll and holiday requests relating to direct reports of Director.
• Provide support to the team as whole wherever possible.
• Support Director in all aspects including; diary management, building flexibility into the diary and anticipating needs.
• PA support to the Concessions Manager to maintain the detail and lines of communication within the business unit, communicate strategy, operational and promotional activities to the concessions.
• Manage inbox and calendar of Concessions Manager as well as organise travel.
• Work closely with the legal department to draft legal contracts with regards to new agreements, renewals and amendments.
• Produce all internal approval documentation for new concessions, contract renewals and amendments that are required to be approved by the board.
• Provide sales data and analysis for the business and the concessions.
• Produce the monthly newsletter for concessions.
• Be the first point of contact for any new concession enquires.
• Co-ordinate annual Business Unit Concession Conference.
• Provide 1-2-1 support to the Head of Retail as well as supporting other senior department managers.
• Diary management, organise travel arrangements etc.
• Respond to correspondences on behalf of the Head of Retail.
• Complete day to day tasks such as management rotas, headcounts, maintain filing systems, guest shopping reports etc.
• Prepare documents for meetings and presentations and co-ordinate project work.
• Liaise with internal/external contacts.
• Handle enquiries, requests and customer complaints.
• Maintain organisational charts.
• Assist with the organisation of divisional/directorate events.
• Take responsibility for other ad-hoc tasks/events.
Business based degree with an in-depth understanding of the management functions, including: Economics, Business Law, Human Resources, Finance, and Essentials of Management. The final year was more HR based, including units in employee relations, management development, employment law and human resource management.