ADMINISTRATIVE ASSISTANT FOR LONDON OFFICE OF WELL-ESTABLISHED INTERNATIONAL ASSET MANAGEMENT COMPANY OF OVER 40 YEARS
We are looking for a bright, ambitious, business focused Administrative & Marketing Assistant for the Central London office of a well-established, international asset management firm of over 40 years, to start ASAP!
Reporting in to the Head of Client Relations and Communications, this role encompasses all office administrative assistance, office management and front of house support, PA support to the client and research team, as well as marketing and communications support. The London office is a small, existing team of five with varied responsibilities and needs, and the day-to-day requirements will vary accordingly. The successful candidate has significant room to grow the role and take on more responsibility.
Primary Responsibilities to include:
Office management – ensuring that the London office is well stocked and functioning, including: ordering supplies and stationery; managing research subscriptions, overseeing supplier contracts, liaising with cleaners and ensuring fire safety procedures in place; etc.
Front of house support – providing a warm, professional welcome to clients and any visitors to the office – answering calls to the main switchboard; meeting and greeting guests; offering refreshments and arranging conference calls and lunches as required.
Marketing and communications support – creating and amending client presentations; working with Head of Communications and marketing support team in Head Office to order and edit materials for multiple products using Accent database; providing support to Communications team during quarter-end materials creation period; providing input and support on PR/media efforts and current website redesign and rebranding project; working in Salesforce (CRM) to run reports, input meeting notes, maintain distribution lists, etc; liaising with third party marketing partners to provide up-to-date materials; arranging client events and meetings – both in-house and out of the office (sourcing vendors, arranging materials and invites, setting room up on the day); communicating directly with clients and prospective clients to arrange meetings and answer data requests; significant room to grow this portion of the role.
Research support – creating and amending presentations and spreadsheets, ordering and organizing company financials and reports, coordinating meetings and travel
Research for the team and any other ad-hoc projects as they arise
Ordering reprints of backdated articles from business publications.
PA support to London team - diary management, arranging client meetings, preparing expense reports, printing and filing client reports, etc.
Booking extensive international travel for the London team (using a travel agent and/or self-booking) always weighing efficiency and cost.
Liaison with Head Office for any finance / HR / legal needs (as these teams are in the US)
A self-starter, who is happy in a small office environment with a ‘family’ feel and who can manage workload through both quiet and busy periods
Professional and trustworthy, taking pride in what you do
Strong organizational skills and attention to detail
Strong communication and interpersonal skills
Proficient in MS Office – including experience in PPT, Excel, and Word
Always looking to take on more responsibility and grow within the role
Marketing administrative support experience a strong plus
Experience with SalesForce or similar CRM system a strong plus
Experience with Accent preferable
General IT troubleshooting and AV systems
Happy liaising at a senior level and representing Southeastern to clients and investors
This is not a new role and the successful candidate will be replacing an individual who has been in the position for 1.5 years and who is moving on for a change of lifestyle abroad. Ideally you will be able to start straight away; although a hand-over will be given should the right person have a notice period and our clients are willing to wait for the right person.
Your normal working hours will be Monday-Friday, 0830-1730, although some flexibility for out of hours assistance may be required form time to time. You will be based in the heart of Mayfair and the salary on offer is open to discussion depending on the right candidate's expectations. On top of a competitive salary, you will be awarded with an extensive Private Health Coverage package, a pension contribution and bonus potential - to be discussed upon successful application.
If this sounds like the role for you then please do get in touch, we'd love to hear from you!
Please note that candidates with excellent, checkable references need only apply.