Executive Assistant London, England
T. Rowe Price
Full Time
London, England
40000 - 45993 GBP ANNUAL Today
Job description
There is a place for you at T. Rowe Price to grow, contribute, learn, and make a difference. We are a premier asset manager focused on delivering global investment management excellence and retirement services that investors can rely on today and in the future. The work we do matters. We invite you to explore the opportunity to join us and grow your career with us.
POSITION PURPOSE:
In this highly visible position, the Executive Assistant is responsible for working independently as the primary liaison for the Head of EMEA Distribution.
The Executive Assistant will leverage the executives’ time by providing support based on a broad knowledge and understanding of the executive’s activities (often acting as the intermediary on their behalf) and the operation of the EMEA Distribution business. The appointee will support Head of EMEA Distribution and work closely with the EMEA General Manager. This role may be requested to work on specific management, sales and ad hoc projects. Such activities could include maintenance of information tools (CRM, Excel and related reporting applications), data gathering and creation of presentations and meeting materials, often in support of meetings, formal presentations and business trips. The role will also include exercising appropriate judgement in controlling areas such as expense approvals, procurement approvals, invoice coding and approvals, IT system permission reconciliation for the overall department. The role will follow the firm and Global Distribution hybrid work policy, meaning a weekly 3-2 approach (3 days office/ 2 days work from home), including the Global Distribution Tuesday/ Wednesday in-person collaboration days.
Job Summary
- Leverage the executives’ time by performing a broad range of duties related to the scope of the professionals’ responsibilities. An essential aspect of the role is planning well in advance to manage an active calendar of appointments (both internal and external), composing and preparing correspondence (often of a confidential nature) compile agendas, screen calls and visitors, coordinate travel arrangements (including complex international travel) and process expense reports.
- Manage information flow. Proactively coordinate appropriate materials for meetings, appointments and presentations (including the formatting of PowerPoint presentations for both internal and external audiences). Bring to the executives’ attention only those matters for which they need to be informed of and require immediate attention.
- Foster successful relationships through direct interaction with peers and others. Partner with management to build trust and a collaborative working environment while promoting leadership, exercising good judgment and professionalism.
- Work with the broader support team globally to assist in the smooth running of the business.
- This is an exciting position within a global top tier asset management firm for an accomplished or aspiring senior professional assistant. The role will have a broad and varied remit with direct senior stakeholder engagement in a business unit which is undergoing significant growth and development.
Principal Responsibilities:
Gatekeeping, Calendar, Meeting Logistics Management: Provide leverage to manager(s) for day-to-day activities, including:
- Outlook calendar/schedule maintenance; scheduling internal and external meetings (coordinates meeting logistics: presentation materials, AV and technical support coordination, conference rooms, tracking attendees, catering, etc.) as needed; manage mail and package delivery. Proficient with managing global time zones when scheduling complex and time sensitive meetings.
- Creates, formats, edits materials and correspondence from draft to client-ready stage; draft responses to general inquiries (e.g., reply on behalf of the manager(s), materials requests, etc.).
- Receives visitors; assists, directs, schedules phone calls.
- Coordinates and schedules interviews as required within the team
- Identifies opportunities to improve the quality and efficiency of information flow; brings to the Heads attention only those priority matters in which he/she needs to be informed and require immediate attention.
- Dealing and coordinating with several different times zone.
- Building relationships and networks with other associates globally.
Travel & Expense Processing: Provides coordination, management and troubleshooting for:
- Complex global and domestic travel arrangements; may involve organizing multi-city travel schedules/itineraries, and processing required travel documents (Visas, passports).
- Expense report processing; ensure compliance with company policy and reporting regulations and follow-up to ensure accurate processing and timely reimbursement.
Presentation Materials: Coordinates production of materials for internal and external meetings and presentations. Information may be complex, cyclical, sensitive and/or confidential in nature and requires an in-depth knowledge of BU-specific policies, processes, and procedures.
- Involves initial editing, drafting and proofing; may be called upon as a subject matter expert to assist others with technical questions and training needs.
- Often requires advanced PowerPoint, Adobe Acrobat, Graphics skills.
- May require compliance coordination for review with external presentations
- Applies TRP brand guidelines, corporate and BU policy and preferences to presentation decks, kits and related meeting materials.
Cyclical & Ad hoc Reporting: Inputs necessary meeting/client/prospect information in BU-specific systems (e.g., Salesforce); runs queries to extract the relevant data needed for BU management reporting related to client/prospect visits, group and individual metrics, etc. with various systems (e.g. Tableau)
- Compiles, creates and maintains reports, databases and charts using systems and software that requires advanced technical skills and understanding of data and business purpose.
- May assist with reports related to budget tracking and accounts payable submissions.
Project Support: Independently assists in or leads special and ad-hoc projects related to division and/or corporate activities. Some projects may require the individual to take the lead role in managing a process or they may be the only resource responsible for the execution of the project (e.g., team “face books” and internal team tools, orientation materials, etc.).
- Work at times may be complex, cyclical, sensitive and confidential in nature and based on in-depth knowledge of business specific policies, processes and procedures.
- Leads or participates in process and workflow reengineering as systems are upgraded and/or functions are automated.
Continuity, Network & Relationship Building: Works collaboratively with supervisor and team leads to ensure that comprehensive, seamless back-up support is provided to the professionals.
- May be asked to act in a mentoring capacity to others, specifically to new associates.
- Fosters successful relationships through direct interaction with peers, professionals and others.
- Partners with management to build a collaborative working environment while promoting leadership, exercising good judgment and professionalism across BUs and stakeholder groups.
PERSONAL ATTRIBUTES / SKILLS / QUALIFICATIONS:
- Executive or senior level administrative and project management experience in a business environment
- Intermediate to advanced skill level in Microsoft Outlook, Word, Excel, and PowerPoint.
- Strong customer service, interpersonal, leadership skills.
- Strong communication skills: verbal, listening, and written; ability to work effectively and communicate with a global/virtual team.
- Strong detail-orientation and organization skills and the ability to produce high-end quality work often under pressure with minimal notification and quick turnaround timeframes.
- Solid correspondence drafting, editing and proofreading skills.
- Self-directed and able to perform assignments independently; demonstrates pro-active approach and is flexible with change.
- Ability to work independently, multitask and prioritize workload to meet deadlines
- The position requires a positive, tactful demeanor and a professional presence
- Demonstrated ability to effectively manage upward to members of senior management while fostering successful relationships through direct interaction with peers and others.
- Ability to partner with management to build a collaborative working environment, and exercising good judgment and professionalism
Commitment to Diversity, Equity, and Inclusion:
We strive for equity, equality, and opportunity for all associates. When we embrace the power of diversity and create an environment where people can bring their authentic and best selves to work, our firm is stronger, and we create greater value for our clients. Our commitment and inclusive programming aim to lift the experience for each associate and builds allies for our global associate community. We know that a sense of belonging is key not only to your success at the firm, but also to your ability to bring your best each day.
T. Rowe Price is an equal opportunity employer and values diversity of thought, gender, and race. We believe our continued success depends upon the equal treatment of all associates and applicants for employment without discrimination on the basis of race, religion, creed, colour, national origin, sex, gender, age, mental or physical disability, marital status, sexual orientation, gender identity or expression, citizenship status, military or veteran status, pregnancy, or any other classification protected by country, federal, state, or local law.
