Team Assistant - Equity Operations

A great opportunity to join the fast-paced environment of Equity Operations in this well-known Investment Bank. Your duties will include:

• Full diary management and administrative support to the head of department
• Assist management team with ad hoc diary management where applicable and set up large forums/meetings
• Key point of contact for a team  of approx  240 staff on all general day to day support issues
• Assist and provide support for any events such as town halls, off sites, social events, communications, training etc.
• Book national and global travel/accommodation on an ad hoc basis for team to comply with group policies and maintain travel diary .  Complete travel tracking spreadsheet and produce monthly reports along with obtaining approval for future travels
• Upload job specifications onto internal system
• Ensure whereabouts records for the management team are maintained at all times and submitted weekly to Head of Operations Office
• Maintain and update internal web pages
• Attend meetings and take minutes when required
• Review and approve stationery orders ensuring stock and cost control. 
• Actively work with the team to ensure the office environment is always compliant with health & safety regulations i.e. encourage the team to archive unwanted documentation etc.
• Actively look to improve administration processes for department
• Ensure global department organograms is up to date and accurate at all times
• Distribute monthly payslips
• Liaise with counterparts in Singapore, Hong Kong Tokyo, Mumbai, US
• Prepare ad-hoc presentations and other documents as required.
• Ensure all expenses are completed and loaded on to the expense system on a monthly, timely basis
• Key administrator of the Holiday System.  Maintain & update user groups, handle all cancel/amend queries.

• Monitor and input sick leave in an accurate & timely manner for the department into the internal system.

• Administer new joiner and leaver processes ensuring all associated tasks are completed including following up with managers to ensure full completion of process.

• Liaise with other internal departments/Personal Assistant’s to escalate any issues as required  i.e. IT, Compliance, HR, Group Property, etc

• Preferable experience in a similar busy working environment  supporting a large team
• PowerPoint experience would be advantageous
• Microsoft Office and Outlook (intermediate/advanced)
• Excel and Word should be intermediate/advanced
• Limited need for direction or supervision
• Ability to multi-task and manage ever changing and often conflicting priorities
• Strong written and verbal communication skills

Where specific UK qualifications are required we will take into account overseas equivalents.

An ongoing assignment paying £15 per hour