Senior Executive Assistant Team Role

  • Company:
  • Location:
  • Salary:
    negotiable / Month
  • Job type:
  • Posted:
    4 weeks ago
  • Category:
    Admin / Office

Job Purpose:
To provide full 1:1 Admin Support for the Head of Developed Market Sales
Also supporting Head of US Sales and Specialist Sales and their teams. Cover will be for 5 MDs, 15 Directors and 9 VPs and below.
In addition, role includes back up cover for the Admin responsible for other desks on the trading floor.
Job Background/context:
This Trading floor admin role requires a candidate that will be able to adapt to a fast paced and ever changing environment. The ideal candidate must be interested in going the extra mile and thrive on new challenges and added responsibility.
Core hours: 8am to 5.30pm, but will be expected to work late to meet the needs of the business.
Key Responsibilities:
General Admin Tasks
Answering phones, taking messages and dealing with simple client requests
Co-ordination of international travel in line with company policy including approval, logistics, preparation of written itineraries and arrangement of visas where necessary and also working with the travel team in Belfast for Director and below travel arrangements.
Analyst marketing – Creating analyst roadshow schedules and proposals. Arranging all logistics (including advising flight and hotel bookings and booking ground transportation) printing presentation material and sending schedules to the analyst.
Extensive day-to-day diary management for MDs and some Ds, plus arranging external and internal meetings, conference calls and video conferences
Responsible for the Management Salesforce calendar, including working closely with the corporate access team, scheduling meetings, confirming with corporates when required and taking care of the room set up including refreshments and AV requirements.
Responsible for research teach in schedule, including working with research management to schedule meetings, book meeting rooms and ensure sales attendance.
Arranging schedules for non-UK staff when they are visiting, plus arranging building access and temporary desk allocation
Logging of client meetings using internal CRM system
Adding clients to CRM and signing them up to research. Also getting access to Bloomberg on request
Keeping Org Charts, Contingency of Business call trees, etc, up to date
Preparing and printing presentation materials ahead of meetings, as required
Monitoring and logging team holiday(including mandatory absence) in CTMS, also recording sickness and other absence.
Expense processing and reconciliation, plus arranging payment of invoices
Working as a team with the other desk assistants and backing each other up as necessary
Client Entertainment and Event management (Getting pre-approval for all client entertainment, booking venues/arranging logistics, sending invitations/outlook calendars and managing attendee, dietary requirements, seating plans, menus etc.)
Onboarding of new starters / Leavers admin
Assist with ad-hoc reports and special projects
Help with PowerPoint presentations when necessary
Any other ad hoc queries that may accrue on a day to day basis
Development Value:
This role requires attention to detail, strong coordination skills, and the ability to liaise with people at all levels, within the firm and at client level. Good communication skills are very important
There will be opportunity to take on additional projects as required, when capacity allows
Extensive experience as a secretary working within a fast-paced, demanding environment
Strong interpersonal and organizational skills
Strong oral and written communication skills
Ability to handle multiple tasks
Patience and resilience in working in a fast paced and high pressure environment
Excellent MS Office skills (Outlook, Excel, Word, PowerPoint)
Excellent command of English (verbal and written)
Experience of internal systems helpful (Concur, CRM, Velocity)
A level candidate or equivalent
Degree is preferred but not essential
Experience working on a trading floor is essential
Highly organised
Ability to communicate well (verbal and written)
Ability to work under pressure
Proactive and uses initiative
Good team player
Attention to detail
Ability to handle confidential information
Exceptional candidates who do not meet these criteria may be considered for the role provided they have the necessary skills and experience.
Valuing Diversity:
Demonstrates an appreciation of a diverse workforce. Appreciates differences in style or perspective and uses differences to add value to decisions or actions and organisational success.
Citi is an Equal Opportunities Employer