Newton - Senior Administrative Assistant I

Job Description

OverviewNewton is a global investment management firm owned by BNY Mellon, with offices in London, New York, Boston and San Francisco and has expertise in a range of disciplines, including global, regional and emerging-market equities, multi-asset strategies, absolutereturn investing and global bonds. A global, thematic approach to investment helps them achieve long-term perspective on global financial markets and economies and identify areas of long-term risk and opportunity. Our belief is that responsible investmentis better investment for clients, and we consider ESG (environmental, social and governance) issues in relation to every company in which we invest. Our purpose is to improve peoples lives through active, thematic and engaged investment which strives to deliverattractive outcomes to our clients and helps foster a healthy and vibrant world for all. Were seeking a future team member for the role of Senior Administrative Assistant to join our team. This role is located in London - HYBRID. In this role, youll make an impact in the following ways:

• Stakeholder diary and communication management which includes (but is not limited to):
  • Managing stakeholder diaries to ensure optimum use of stakeholder time e.g., reviewing all incoming meeting invites and accepting/declining as appropriate based on whether demand on stakeholder time is reasonable, ensuring that there is sufficient freetime between meetings, ensuring that diary time is reserved for stakeholders to complete other priority tasks e.g., mandatory training.
  • Ensuring stakeholder is prepared for each meeting e.g., that where briefing papers have been provided the stakeholder has had scheduled time to read and, in the absence of briefing papers, liaising with meeting hosts to ensure that a clear reason/objectivehas been provided for the meeting.
  • Organising meetings/events on behalf of stakeholder (including diary invites, room bookings, catering requirements, producing/collating/distributing briefing papers and other documents) and ensuring stakeholder is well prepared.
  • Attending meetings/events to support stakeholder e.g., provide tech / presentation support, Minute taking and action tracking
  • Supporting external guests e.g., arranging office passes, meeting and greeting
  • Supporting stakeholder to comply with corporate policies related to diary events e.g., submission of Gifts and Entertainment reporting.
  • Dealing with incoming communications (e.g., emails, hardcopy post, phone calls), screening requests and replying on behalf of stakeholders when appropriate.
  • Producing stakeholder outgoing communications, monitoring for responses and completing follow-on actions as appropriate.
• Completing general administrative tasks which include (but is not limited to):
  • Global travel arrangements (train, air, ground transport) and where appropriate assist with travel documentation such as Amex Traveller profile set ups and Visa applications.
  • Accommodation bookings
  • Restaurant and venue bookings
  • Complex room booking requests and catering requirements.
  • Expense submissions
  • Corporate credit card applications
  • Allocation of (digital) hardcopy post
  • Stationery and business card orders
  • Courier services bookings
  • Subscription procurements
  • Invoice processing
  • New joiner set-ups
  • IT requests
• Supporting stakeholders to utilise the BNY Mellon administrative support resources e.g., Reserve Space, Access Hub, MyHR and other self-service tools.
• Sign-posting stakeholders to other BNY Mellon resources and contacts e.g., (people-related) corporate policies, on-line training offerings, and building facilities services.
• Other administrative tasks to support the Newton business, examples of which may include:
  • Maintenance and oversight of hardcopy client files
  • Distribution of hardcopy post
  • Maintenance of cost-effective centralised stationery supply
  • Office access card control
  • Administration of Newton training sessions / programmes

The Senior Administrative Assistant is also required to:

• Represent the Business Administration team in meetings (internal) when required and demonstrate effective relationships with Newton colleagues and other BNY Mellon areas.
• Contribute to the collation of Management Information and Compliance reporting (and adhoc reporting to any other business area) e.g., work volume statistics and trend analysis, reporting into appropriate oversight groups and executive committees. Provideinput into audit and control processes (internal and external auditors of Newton) on behalf of the team.
• Provide cover for other Senior Administrative Assistants and Executive Assistants, and administrative support to the Manager - Business Administration as required, and where appropriate provide input and support to key business strategic projects and initiatives.

Support the Business Resiliency team in the management of the Newton emergency response protocol in the event of a live (or test) business disruption. To be successful in this role, The Senior Administrative Assistant will:

Recognise the importance of their role (and the Business Administration team) in supporting the success of the Newton business.

Support the Manager - Business Administration to provide an acclaimed and efficient administrative service, stepping outside of defined responsibilities to complete adhoc tasks when required.

Be a strong gatekeeper for their stakeholders. Understand their stakeholders responsibilities and business objectives, know who their stakeholders key contacts are and build collaborative relationships with these internal and external parties. Will beable to always act confidently and professionally on behalf of the stakeholders.

Be visible to their stakeholders and other colleagues, working full time hours with an in-office presence that aligns to their stakeholders and team management requirements.

Have excellent multi-tasking, organizational and communication skills, and the flexibility to adjust daily work routines as required e.g., to ensure priority tasks are identified and completed.

Clearly display a proactive can-do attitude and a drive to go the extra mile in order to support their stakeholders (and other Newton colleagues). Have the ability to look ahead and around corners to identify when stakeholders need additional helpand to prevent or troubleshoot and resolve issues. Will be able to influence other team members to follow suit. Display a proactive approach to team excellence and g