Description
Executive Assistant urgently needed for large financial services firm. The candidate will Provide support for two Partners and one Director between four large teams (100+ people) and liaise with the wider Technology practice and other service lines across the firm. The EA role is wide and varied: coordinating and facilitating client meetings, leadership meetings and management meetings. Key to the position is the connection with the Partner and management team, wider internal network, key clients and their assistants.
Key Responsibilities:
- To provide highly professional support for the Partners and teams
- To manage the Partner's extensive diary commitments, prioritising and juggling meetings where appropriate
- To liaise with external contacts/clients on behalf of the partner
- To organise all aspects of the Partner's extensive travel, often at very short notice
- To organise team meetings, lunches, dinners and events
- To draft correspondence on behalf of the Partner
- To produce documents at quick turnaround and to a high standard:
- creation and editing of word documents for proposals, client reports and branded communication
- creation of PowerPoint presentations from draft using templates, auto format and pictures which are on brand
- To provide extensive proposal support to Partners and teams, including:
- creation and formatting of proposals, branded diagrams etc. to a tight timescale
- upload of final tender submissions to online portals and the completion of online questionnaires
- use of internal resources to complete necessary tender documentation .ie policies, accounts information, insurances
- To support the Belfast EA team with managing the NI tender pipeline including email inbox, sourcing tenders from various buying portals, council websites, newspapers and contract publications, printing and circulating ITTs, gathering information and updating SMARTnet
- To maintain contacts system on Outlook and SMARTnet
- To complete travel expenses and timesheets for Partner using our SAP system
- To answer telephone calls in a professional manner, deal with queries appropriately by delegating to appropriate staff and ensuring detailed, concise information is passed to the relevant personnel
- To maintain an accurate and easily accessible manual/electronic filing system using the firm's Meridio Fileplan software
- To update all staff and distribution lists for the Belfast Technology teams
- SMARTnet management and knowledge of SMARTnet reporting functions
- To provide cover for and assistance to other EA's as required
- Printing and binding of documents
- General administrative duties as required: Photocopying/faxing/scanning/mail
- Ad hoc projects at direction of the Partner
Skills:
- Advanced IT skills to include MS Word, Excel and Powerpoint essential
- Accurate typing
- Excellent written and spoken English
- Proficient in use of email, calendar and Internet
- Significant experience supporting staff at a high level