Executive Assistant - Maternity Cover London, England
ING
Full Time
London, England
40000 - 55000 GBP ANNUAL Today
Job description
Job Specification
Main Duties and Responsibilities of Role:
- Ensure that Global Lead of Shipping Finance is at the right place, at the right time and with the right papers
- Management of Global Lead of Shipping Finance inbox and diary - responding where appropriate to emails
- Proactive diary management for Shipping Team Members
- Travel arrangements for team members
- Booking meetings, lunches, dinners, taxis as necessary
- Fielding calls and taking messages
- Keeping accurate expense accounts and processing on monthly basis
- General filing, archiving and photocopying
- Accurate recording of Gifts, Entertainment & Business Lunches/Dinners
- Arranging various events for Shipping Finance team (including managing and coordinating with internal and external clients, service providers, costing, etc.)
- Secretarial back-up to other team assistants during their holidays, sickness, etc.
- Recording Courses / Training
- Governance
- HR
Transaction Support:
- Arranging conference calls and meetings for deal teams
- Data management
Core Tasks & Material Responsibilities
Admin Support
- Provide key admin support to Shipping Finance Team – 15 FTE including two Managing Directors and three Directors
- Diary management, predominantly for Global Head Shipping Finance and support for rest of team ensuring shared team calendar is kept up to date.
- Attend and minute monthly WIP meeting ensuring a copy of the minutes and Masterfile are stored and circulated safely each week
- Ensuring the team are aware of Watchlist/LLP meetings and invite accordingly, circulating the agenda
- Booking and coordination of internal and external meetings, calls, lunches, dinners, entertainment and taxis as necessary
- Maintain / monitor all online subscriptions
- Any ad-hoc project work when required
- Secretarial back-up to other team assistants during their holidays, sickness, etc
Travel, Entertainment & Expenses
- Travel: arrange complex travel for all Shipping team members and Shipping Global Lead. Prepare itineraries, required paperwork, ensure all approvals are obtained and any travel visas/requirements where necessary
- Maintain Travel system – ensure all details are correct and updated in the travel booking tool
- Arrangements for ING Overseas Visitors passes, logging entries and organising desk space etc.
- Keep accurate expense accounts and process on a monthly basis and remind team to make payments on a timely basis.
- Accurate recording of Gifts & Entertainment
Event Management
- Co-ordinating various events for team physically and virtually (including managing venue/catering, coordinating internal colleagues, external clients, service providers, costing, etc)
- Principal arranger of team building events / activities
Governance and Procedures
- Assisting Shipping UK to ensure that Procedures Manuals are updated if required
- Assist Shipping UK to refresh and maintain departmental Disaster Recovery/Business Continuity plan if required
- Help with coordinating team responses to ING projects/initiatives
Finance
- Attend monthly meetings with Finance to check departmental costs and monitor alongside budget for the cost centre
Human Resources
- Ensure accuracy of Shipping FTE & Organisation chart and update when required
- Assist with monitoring / chasing mandatory 2 week leave requirement and outstanding compulsory training
- New joiners/Leavers: Oversee onboarding of new joiners, monitor desk space and provide appropriate induction materials such as departmental policies and procedures. Ensure addition and removal of joiners / leavers from departmental systems (e.g. shared drive)
- Recording sickness and all leave accurately
- Co-ordinating appraisals and sending requests for feedback
Candidate Profile
Qualification, Experience and Personal Competencies
- A minimum of 3 years’ experience working in a personal assistant role, for a senior executive, ideally at a financial institution
- Familiar with Microsoft Office, arranging travel and good communication skills
- Calm personality with a sense of humour
- Min 3 days per week in the office but will need to be flexible around this.
