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Team Assistant (Investment Banking)

Resource Solutions
Closing date
9 May 2021

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Contract Type
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Job Details

Company Profile:

We are a global financial services firm and a market leader in investment banking, securities, investment management and wealth management services.

Team Profile:

IBD has a requirement for a contingent/contract worker to assist their global team based in the London office. Throughout your contingent/contract assignment, you will be provided with a supportive and vibrant multinational environment, we accept individual differences and believe in collaborative team working.

Primary Responsibilities:

This role requires a professional Assistant to provide a fast and efficient service to a group of 30+ Analysts and Associates within the Investment Banking Division, in addition to providing absence cover in product teams across IBD, as and when required.

Core Duties - Pool Support

- Extensive verbal and written interaction with predominantly internal colleagues, ensuring the building and maintenance of relationships, both domestically and internationally, within the team and across other business units

- Travel & Expenses:

- Proactively book and co-ordinate all travel including flights, hotels, visas, currency and ground transportation within the Firmwide Expense Policy

- Ensure relevant agendas and itineraries are organised in advance

- Process monthly expenses (American Express card, out-of-pocket expenses, invoices) in a timely manner, using Firm systems such as Concur

- Ensure expenses are processed quickly and efficiently and are within policy

- Proactively ensure expenses flow through internal checking system

Diary management:

- Arrange internal meetings, video & conference calls - including all meeting venues, dial-in details, etc

- Pro-actively ensure diaries do not have clashes and use initiative to find resolutions and workarounds

- Maintain in-house Client Relationship Management (CRM) system

- Any other ad hoc tasks, such as ordering business cards

Core Duties - IBD Absence Cover

- Provide ad hoc absence cover for Assistants across the division in teams outside of immediate buddy group, supporting senior bankers. This may additionally involve:

- Exclusive control of business schedule

- Maintain calendars, act as 'gatekeeper' for diary

- Written and verbal interaction with external clients

- Arranging external venues for meetings, such as restaurants

- Event management: Closing events, social/team events, etc.

- Other ad hoc tasks or projects

Absence Cover - Buddy Team

- Provide phone cover and support to Bankers outside of designated team when other members of the buddy group are out of the office

- Work with buddy group to ensure consistent Assistant coverage during lunch breaks, holidays and sickness absence

- Ensure handover notes are kept up-to-date for ease of coverage

Skills required:
  • Ability to remain calm under pressure and deal with last-minute changes effectively and efficiently
  • Excellent time/priority management skills & flexibility
  • Strong team player/buddy to other assistants in team
  • Articulate, effective communicator
  • Proactive 'can do' approach, ability to use own initiative and judgment
  • Ownership of all tasks, following up outstanding items without the need for chasing
  • Highly organized & attention to detail
  • Discreet, professional manner - maintain confidentiality on all aspects of workload
  • Good knowledge of Microsoft applications (Windows10), and in particular Outlook
  • Experience processing expenses online (e.g. on Concur)
  • Experience booking travel via an online booking tool
  • Experience working with CRM systems
  • Experience using Zoom
  • Experience working in Investment Banking (Corporate Finance, M&A Advisory) preferred
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