Executive Assistant & Management Support London, England
UBS
Full Time
London, England
55000 GBP ANNUAL Today
Job description
United Kingdom
Information Technology (IT)
Group Functions
Job Reference #
266610BR
City
London
Job Type
Full Time
Your role
Are you a detailed orientated multitasker who can work well under pressure – then this role is for you! We are looking for a proactive individual who is assertive, organised, and a quick learner who can work within a fluid environment. Someone who is looking to be a valued member of the team, and is up for sharing their ideas and expertise. Someone who can
- Manage and maintain calendars, schedule meetings using various technologies, and resolve scheduling conflicts for both internal and external meetings across multiple time zones.
- Manage all UK Management events – UK All Hands, RMF events, Coffee Corners, Refreshments trolly etc. Attend when able to and take down feedback / gain ideas on how to improve events to ensure optimal people engagement.
- Work with other teams / assistants from multiple divisions across UBS and ensure forward planning for meetings, events and deliverables.
- Support multiple senior executives with various administrative tasks – print, collection of mail / package, medical apts.
- Coordinate travel - Complete TRACT forms, book flights & ground transportation, follow any COVID related policies and schedule overseas meeting schedule.
- Completion of Visas / ESTA’s.
- Complete business expense claims promptly following the UBS expense policy and confirm reimbursement has been made
- Assistance with preparation of PowerPoint presentations and other documents when needed
- Demonstrate initiative by identifying issues for executives and providing a resolution
- Complete and maintain for executives WAY with travel / vacation dates and home / office days and ensure delegate information is included.
- Update distribution lists - create new DL’s and DL housekeeping (ie: adding new joiners, removing leavers etc)
- Zone Manager – Desk approvals / desk release. Report desk usage v. capacity.
- Compliance – Complete mandatory training, weekly timesheet completion, User Access Review consolidation.
- A member of the CDIO IB Admin team – holiday cover and offering your support when needed
- Update organisation charts
Your team
You’ll be working within the CDIO IB Team primarily supporting the CDIO IB COO, but also providing assistance to other CDIO IB MF members. We are a diverse group who offer a fantastic opportunity to be a member of a fun, hardworking team.
Your expertise
- Extensive experience managing calendars for multiple executives, multi-time zone, global environment
- Demonstrate proficiency in Microsoft Office (Outlook, Teams, Word, PowerPoint & Excel)
- Strong organisation skills, with an innate sense of how to prioritise in a fast paced work environment.
- Efficient, proactive, resourceful, assertive
- Flexible Team player
- Strong verbal communicator, confident conversing with both peers and senior leadership.
- Must be able to multi task and manage competing tasks / demands efficiently and have the ability to meet deadlines in a quickly changing environment.
About us
UBS is the world’s largest and only truly global wealth manager. We operate through four business divisions: Global Wealth Management, Personal & Corporate Banking, Asset Management and the Investment Bank. Our global reach and the breadth of our expertise set us apart from our competitors.
With more than 70,000 employees, we have a presence in all major financial centers in more than 50 countries. Do you want to be one of us?
With more than 70,000 employees, we have a presence in all major financial centers in more than 50 countries. Do you want to be one of us?
How we hire
This role requires an assessment on application. Learn more about how we hire: www.ubs.com/global/en/careers/experienced-professionals.html
Join us
At UBS, we embrace flexible ways of working when the role permits. We offer different working arrangements like part-time, job-sharing and hybrid (office and home) working. Our purpose-led culture and global infrastructure help us connect, collaborate, and work together in agile ways to meet all our business needs.
From gaining new experiences in different roles to acquiring fresh knowledge and skills, we know that great work is never done alone. We know that it's our people, with their unique backgrounds, skills, experience levels and interests, who drive our ongoing success. Together we’re more than ourselves. Ready to be part of #teamUBS and make an impact?
From gaining new experiences in different roles to acquiring fresh knowledge and skills, we know that great work is never done alone. We know that it's our people, with their unique backgrounds, skills, experience levels and interests, who drive our ongoing success. Together we’re more than ourselves. Ready to be part of #teamUBS and make an impact?
Contact Details
UBS Recruiting United Kingdom
Disclaimer / Policy Statements
UBS is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.
