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Description

Brief Summary of Job

  • Personal Assistant supporting Seniors in IB and associated teams

Reporting to:

  • Head of PAs

Summary of main tasks and responsibilities

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

Role is managed by:

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