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:
