Description

Brief Summary of Job

Reporting to:

Administrative Support

Extensive diary management, arranging and co-ordinating meetings both internally and externally, liaising with the reception team when booking meeting rooms and to ensure that all guests are booked in with security ahead of meetings
Reminding the team of important tasks and deadlines
Booking and co-ordinating travel, including local and international flights, transport, accommodation and detailed travel itineraries
Ensuring all expenses are processed promptly and recharged where necessary to the relevant client
SingleTrack updates and general system management including logging client activities with team members
Clean up of system data and input business card contacts into Outlook
General administration tasks including: photocopying, printing large documents, binding presentations, scanning documents, filing, archiving and maintaining regulatory updates
Saving important documents to Worksite
Provide cover for the phones and pass on accurate/detailed messages in a timely manner
Support and work as a team with all PAs and provide cover when other team members are on holiday

Systems

Proficient use of all Microsoft software: Outlook, PowerPoint, Word and Excel
Proficient use of all printing/scanning/binding machinery
Responsible for maintaining key CRM systems
Proficient use of Research Database and other internal systems including Worksite/InsiderTrack
Responsible for becoming an effective user of the HR system in order to support others with absence, training and performance records

Team working

Work collectively with the PA, CB&A team to suggest and implement best practice procedures within the support function
Work collaboratively with the presentations specialist to ensure all documentation meets the required brand requirements
Ensure that the team is aware at all times of business priorities and when there is available capacity to support other PAs

Regulatory Responsibilities

To act at all times in accordance with the regulatory requirements in force relating to the relevant principles in place for approved persons
Maintain a high standard of conduct, ethical standards and values
Adhere to and proactively enhance the firm's compliance with applicable laws, regulations and codes of conduct in all jurisdictions in which the Firm conducts business and which have an impact on its business
Work to identify risks and enhance control across the business
Report control weaknesses, illegal, suspicious or unusual activity
Maintain an appropriate level of competence through ongoing training, making requests for updates or development as required