Team Administrator (Investment Banking) Team Administrator (Investment Banking) …

Resource Solutions
in London, United Kingdom
Contract, Full time
Last application, 22 Apr 21
Up to GBP19.00 per hour
Resource Solutions
in London, United Kingdom
Contract, Full time
Last application, 22 Apr 21
Up to GBP19.00 per hour
Job Title: Team Administrator (Investment Banking) Salary: £19 per hour (PAYE) Location: London (currently remote working) Industry: Investment Banking

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:

GCM Team has a requirement for a contingent/contract worker to assist their global team based in the London/Glasgow 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:

IBD & GCM Secretarial Allocations document: Regular review & update

HR hires/terms/transfers list: Review weekly & action changes

Delegation group management: Regular review & management. Liaise with assistants and/or dedicated IT team where required, taking full ownership of process including all follow-ups

Outlook permissions/exchange issues (ad hoc): Liaise with IT and affected parties as and when required, including all follow-ups

IBD phone programming: Request changes to coverage paths & assist with programming of shared lines, including any follow-ups

Feedback process: File all assistant feedback received on shared drive (ad hoc)

Feedback process - Temp assistants: Manage feedback surveys & chase responses, summarise/ analyse feedback to be discussed within team

Handover notes: Request & review updates from assistants on regular basis and file on team's drive - chase individuals where required

Assistant recruiting process: Assist with scheduling and conducting interviews

New starter set-up:

Liaise with floor management ahead of start date

Create new delegation mailgroup & add new assistant to existing buddy groups

Introduction to team on Day 1

Send Welcome email - summary of division-specific processes - on Day 1.

Regularly review Welcome template to ensure processes are current

Arrange training

Ensure all new starter actions have been completed by deadline - chasing may be required

Event management, e.g. Admin Professional Day, summer party, Christmas lunches:

Arrange venue & liaise with event manager at venue

Manage invites & attendance list, including special requirements

Arrange catering

Manage seating plan where required

Own pre-approval & expense processes

Assist with coordination of assistant training throughout the year

Assistant support to members of the wider team, such as diary management, expense processing

During absence of team members:

Daily Absences:

Log absences for IBD/GCM assistants, updating various systems and spreadsheets

Advise cover arrangements to teams

Manage planned absences/holiday requests for permanent and temporary staff, including updating Absence spreadsheet

Skills required:

  • Ownership of all tasks, following up outstanding items without the need for chasing
  • Proactive 'can do' approach, ability to use own initiative and judgment
  • Discreet, professional manner - maintain confidentiality on all aspects of workload
  • Highly organized, capable of multi-tasking to meet deadlines
  • Attention to detail
  • Strong team player
  • Articulate, effective communicator
  • Excellent time/priority management skills, flexibility
  • Ability to remain calm under pressure and deal with on-going changes, often last-minute
  • Good knowledge of Microsoft applications (Windows10), and in particular Outlook & Excel
  • Experience processing expenses online (e.g. on Concur)
  • Helpful but not essential:
  • Experience booking travel via an online booking tool
  • Experience working with CRM systems
  • Experience using Zoom
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