Business Assistant

Are you ready tochart your own career path With our refreshed strategy were building on our rich heritage and transforming our business to be more scalable and efficient unlocking the capabilities needed for future success. This includes significantly investing in technology streamlining the way we work and creating an environment where colleagues feel engaged empowered and accountable; where they can show up speak up and perform - because we believe in the difference our work makes.

At a glance:

Location:London - Lombard Street Office

Workplace Type:On-Site

Employment Type:Permanent

Seniority:Entry Level

In this role youll provide comprehensive support to the Investment Management Directors ensuring the efficient management of day-to-day addition you will collaborate effectively with all other Executive/Business Assistants fostering a supportive and communicative environment. This includes participating in regular check-ins sharing information and coordinating on cross-team workflows to help maintain efficiency. Your ability to build positive working relationships and communicate clearly will be essential in supporting the overall administrative functions smoothly.

Youll oversee and co-ordinate diary commitments for both internal and external meetings. This includes preparing agendas accurately capturing minutes and recording action items to facilitate effective follow-up.

You will also handle travel arrangements including booking local and international travel and accommodation while managing and tracking expenses in compliance with company policies. Additionally you will lead event planning activities within your directorate and coordinate absence and annual leave requests for the senior leadership team.

• Diary Management manage complex diary requests to include booking appointments & arranging meetings face to face and virtually.
• Scheduling and responding to meeting invites. As the first point of contact for all visitors managing all in-person meeting requirements from arranging catering to ensuring IT equipment is set up and full functional.
• Production and formatting of meeting agendas & minutes meeting actions.
• Ensure Board and Committee paper deadlines are met working with colleagues who prepare content and ensuring that adequate time is scheduled for senior leadership to review papers
• .Coordinating travel arrangements for local and international travel as well as preparing and distributing schedules/agendas for travel.
• Prepare reconcile and track expense reports through travel and expense system.
• Supporting procurement with the management of invoices raising purchase orders and processing payments.
• Manage delegated responsibilities for holiday approvals including absence & sickness management.
• Organising IT requirements and coordinating the onboarding of new employees
• Event Organisation support Senior Directors in planning department-wide events such as town halls working group meetings off-sites and social gatherings.

• Proven experience as a personal assistant or similar administrative role.
• Strong organisational skills with the ability to manage calendars and coordinate multiple stakeholders.
• Good communication skills with the ability to manage correspondence and engage with both internal and external stakeholders.
• Proactive problem-solving approach with the ability to anticipate needs manage competing priorities and work under pressure.
• Ability to work on-site as required in a dynamic office environment providing hands-on support and fostering strong in-person relationships with key stakeholders.
• Strong IT proficiency including experience with Microsoft packages and calendar management tools.
• Ability to work onsite 4 days per week in a dynamic office environment providing hands-on support and fostering strong in-person relationships with key stakeholders.

• Experience in coordinating travel arrangements and managing expenses in line with company policies.
• Ability to plan and execute events including internal meetings and leadership team activities.
• Proactive and adaptable approach with the ability to anticipate needs and…