Executive Assistant (Rolling Contract)

My client is a well-known Corporate & Investment Bank. they are currently looking for a Executive Assistant to support the Head of Department.

Robert Walters

Position Overview:
We are seeking a highly organized and professional Executive Assistant to support senior executives within the banking industry. The Executive Assistant will play a crucial role in facilitating smooth operations, managing schedules, and providing administrative support. The ideal candidate should have exceptional communication skills, attention to detail, and the ability to handle confidential information with discretion.

Responsibilities:

Calendar and Schedule Management:

• Manage and coordinate complex calendars, scheduling meetings, appointments, and travel arrangements.
• Ensure all meetings and appointments are well-organized and properly communicated.
• Anticipate any conflicts or scheduling issues and proactively resolve them.

Communication and Correspondence:

• Act as a primary point of contact for internal and external stakeholders, screening and prioritizing calls and emails.
• Draft and prepare correspondence, presentations, and reports as required.
• Maintain confidentiality of sensitive information and handle it with utmost discretion.

Meeting Coordination and Support:

• Arrange and coordinate meetings, including logistics, agenda preparation, and documentation.
• Attend meetings, take accurate minutes, and distribute them to relevant stakeholders.
• Follow up on action items and ensure timely completion.

Travel and Expense Management:

• Make travel arrangements, including booking flights, accommodations, and transportation.
• Prepare travel itineraries and ensure all necessary documents and logistics are in place.
• Process expense reports and reconcile credit card statements.

Document and File Management:

• Organize and maintain both physical and electronic files, ensuring easy retrieval and accessibility.
• Manage document version control, track deadlines, and update documentation as required.
• Maintain confidentiality and security of sensitive documents.

Relationship Building:

• Foster positive relationships with internal and external stakeholders.
• Liaise with other departments, clients, and external partners on behalf of the executives.
• Collaborate with team members to support overall departmental goals.

Qualifications:

• Bachelor's degree in Business Administration, Finance, or a related field.
• Proven experience as an Executive Assistant, preferably within the banking industry.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Discretion and confidentiality in handling sensitive information.
• Strong attention to detail and problem-solving skills.
• Ability to multitask and prioritize tasks effectively.
• Professionalism and ability to interact with individuals at all levels of the organization