Executive and Team Assistant (Commodities Markets)

Poste et missions

Overall purpose of the role:

To provide administrative support to designated Senior Managers and their teams in the London Branch. To cooperate as part of an Executive Assistant team and provide proactive and reliable administrative support to the assigned individuals and teams

To ensure that costs are minimized as appropriate and that budgets and policies are adhered to within the Executive Assistant remit.

Main responsibilities of the role.

• Extensive diary management of the relevant Senior Managers
• Diary management and meeting arrangement of other stakeholders as required
• Organising travel, arranging visa documentation, monitoring time keeping, general ad hoc administrative support to assigned Senior Managers and teams.
• Act as the delegated expense and travel approver for assigned Senior Managers
• Completing and checking expense reports in a thorough and timely manner on behalf of assigned Senior Managers
• Organising, preparing and attending the Commodities Markets executive committee: coordination of supporting docs and KPls, producing meeting minutes
• Tracking and orchestrating senior management and team's attendance to internal committees and meetings: for example, CIB Bizcoms (London and Paris, other locations where relevant), Credit committees (CCN in Paris and SCCs in various locations where required), Market Risk Committees, Global Markets Excos etc.
• Organising meetings and introductions, internally and externally
• Assisting with filing all client information in Client Relationship Management system (Nat 1) before and after meetings (meetings upload, contact updates, meeting feedbacks and meeting support documents)
• Create and maintain senior management KPI reports for senior management as required: P&L, Client contributions, team commercial activity, key projects progress, expenses.
• Liaise with London Communications department for the set-up of client entertainment events in addition to internal or external colleague events
• Screening phone calls, enquiries and requests, and handling them where appropriate
• Complete Odeon Ethics on behalf of executives to register client meetings in the Compliance tool
• Assisting senior management with the coordination and the communication with the different departments. Liaising with other international offices and Commodities Markets staff in locations (New York, Paris and Singapore).

Profil et compétences requises

• Proven track record of executive assistant experience, ideally within the Financial Services industry
• Ability to work proactively and collaboratively with others, and a commitment to contributing to a strong team culture to ensure success
• Excellent time management/organisational skills with strong interpersonal, verbal and relationship management skills.
• Excellent written and verbal communication skills, with a high level of attention to detail.
• Ability to meet multiple and/or unexpected deadlines in a demanding environment, to prioritise appropriately and ensure follow through and completion of tasks in a timely manner
• Advanced proficiency in Word, Excel and PowerPoint; ability to learn customized software/tools
• Self-motivated, resourceful, proactive, reliable, trustworthy, and assertive when necessary.
• An inquisitive nature and entrepreneurial attitude, demonstrating a strong sense of initiative.
• Diplomatic and approachable at all times.