The European Head of Structured Finance (Managing Director) requires a new Personal Assistant. She has 10 people reporting directly to her and oversees a team of 120 based in London and four offices in continental Europe. This busy role also provides PA support to another Managing Director (MD) and manages two Team Assistants to ensure the department runs smoothly.
Proactively manage schedules, anticipating and resolving conflicts.
Suggest changes to schedule based on deliverables.
Plan for upcoming meetings, deadlines and events.
Attend Group Head meetings, record outcomes and follow up on action items.
Prepare agendas and supporting materials for meetings.
Manage email flows, alert MDs to urgent items, follow up on information requests.
Manage the two team assistants that take care of travel arrangements, expenses and general office administrative duties.
Collate and draft monthly management reports.
Coordinate quarterly All Staff meetings and annual planning meetings.
Format PowerPoint presentations and create Excel workbooks for operational needs.
Maintain regular reports on headcount and holiday and organisation charts.
You will need to be a quick thinker, have common sense and possess confidence in your own abilities. We require someone who can work calmly and professionally in a busy environment and in a positive and collaborative manner. Good humoured, capable and intelligent, you must be able to consistently demonstrate initiative, knowing where you can add value and make a difference. You will be able to suggest improvements where you identify them and to anticipate requirements and potential issues in advance, planning accordingly and being always one step ahead.
The successful role holder will have access to confidential and sensitive information. It is therefore crucial that the person knows how to read different situations and act accordingly. The person must be discreet and observe confidentiality.
You must have excellent organisational skills and genuinely be a career-committed, outstanding Personal Assistant with a solid CV.
Required Skills and Experience:
Experience in a Personal Assistant role.
Strong interpersonal and communication skills. The role requires extensive liaison with people with different positions inside and outside of the business and from different cultures.
Outstanding attention to detail.
Excellent written and verbal communication skills, including English fluency.
A desire to learn about the business in order to tailor the support.
Accomplished knowledge of Word, Excel and Powerpoint.
Willingness and flexibility to work as part of a team and provide support to other team members and departments.
Proactive and keen problem solving.
A "keep calm and carry on" attitude toward work. The role can involve managing conflicting priorities and time-sensitive demands.
Beneficial Skills and Experience:
Previous experience of supporting a manager with an International remit.
A PA qualification (such as Pitman).
Good education (Degree / A-level education or equivalent).