Personal / Executive Assistant

  • Salary: Negotiable
  • Location: Tadworth, England, United Kingdom
  • Job Type: Full time
  • Company: Fidelity International

Location: * 3 days a week Lower Kingswood, Surrey * 1 or 2 days per week Cannon Street (1 day a week from home) Purpose of Your Role This role supports directly the Group Chief Financial Officer (CFO) and is responsible for Group Finance, Procurement and the Strategy and Planning functions. The CFO is also a member of the Global Operating Committee and other committees as well as attending board meetings.

Key Accountabilities

To provide secretarial and administrative support to the Chief Financial Officer, partnering with them to understand their requirements and priorities, being active in planning ahead and anticipating their needs with regard to the activities described below:

− Handling the CFO's schedule efficiently and in a timely manner, with a client-focused approach. The individual will be able to anticipate the needs and expectations of people who are meeting with the CFO and understand the urgency of issues as they arise so that meetings can be scheduled appropriately when they are requested. They will understand the importance of key business issues and be able to identify those items that are critical and need to be addressed immediately and those that can wait until a later time, or be dealt with by alternative means.

− Diary management - effectively run the CFO's diary - responsible for ensuring clarity on the purpose of meetings scheduled and have any documentation relating to the meeting ready for early review.

− Meetings management - prepare meeting papers well in advance and follow up on any actions. Co-ordinate management meetings to ensure all participants are well-informed and prepared for meetings and actions are followed up.

− Communication - review e-mail messages and take phone messages from colleagues and clients when the CFO is out of the office, and keep them informed of critical issues that need urgent attention. Liaise effectively and professionally with all contacts, both internally and externally. This may involve disseminating or collating information, or co-ordinating events and meetings. Given the European/International context, effective liaison between different offices across the geographical boundaries is needed. You will need to deal with often highly confidential information in a sensitive and appropriate manner.

− Scheduling and booking travel and meeting itineraries. The individual will need to take care to provide detailed instructions, covering every detail of the arrangements, including organising currency and providing contingency contact numbers in case of unexpected changes or delays to plans, anticipating the needs of the CFO.

− Planning events such as offsites, departmental meetings, webcasts, web chats and town halls. Take care of all logistical details working with the CFO's Business Manager.

− Preparing and reviewing documentation - prepare documents, including electronic expenses schedules for approval and processing, spreadsheets and presentations as well as to review the content of such documentation to ensure accuracy, suitability and relevance of the information being presented.

− Organising documentation - responsible for introducing an appropriate system for storing both hard copy and electronic documents and information so that they are easily to hand.

− Providing cover for absences in the locality for other PA's.

Experience and Qualifications Required

− Excellent organisation skills and the ability to handle multiple tasks simultaneously

− Ability to communicate effectively and professionally with people at all levels displaying good judgement when interacting with employees, colleagues, managers, clients and third parties

− Ability to demonstrate initiative and flexibility and to prioritise work appropriately; whilst the role will be Kingswood based, if appropriate, you may be asked to spend the day supporting the CFO out of the Cannon Street office

− Ability to quickly pick up knowledge of the business and use this knowledge to make appropriate judgements on key issues

− Strong software skills will be required, particularly advanced skills in Word, Excel, PowerPoint and Outlook

− Good team skills are important, the PA will work closely with other PA's across the organisation

− Diplomacy and sensitivity when dealing with colleagues and contacts, ensuring absolute confidentiality. The highest levels of integrity are required in this role

− Ability to work under pressure and to tight deadlines is needed. This is a very busy role and many of the issues and activities are complex and require liaison with multiple stakeholders. It is necessary to be able to work at speed, with a sense of urgency, whilst ensuring the highest standards and attention to detail

− Process orientation - to achieve consistency and reliability where this is of value, adopting best practice processes at every opportunity

− Experience of working for executive level individuals in a complex, fast moving environment

− Financial services background is preferable, ideally within a global organisation

− Shorthand capabilities are also desirable.

Great minds, better together.

Fidelity International is an equal opportunities employer and is commited to a policy of treating all its employees and job applications equally.