Team Administrator Investment Banking

Job Description

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 teams 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 processingDuring 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