Administrator for Investment Team

Our client

Our client is a well established boutique Investment Management firm, looking for an experienced Administrator for their Investment Team, to work 5 days a week from their Central London office.

Main job purpose

Provide a confidential administration service to the investment team of 7 people, assisting with diary management, international travel arrangements and various ad hoc assignments. Proactively identify new and more efficient support methods to reduce workload of investment team. 

Responsibilities

• Organise international meetings and managing diaries
• Assist with conference registration, meeting requests, and remind members of various deadlines
• Arrange extensive international travel for investment and marketing teams (transport, accommodation, visas etc.)
• Keep accurate and comprehensive records of all travel details and related costs
• Obtain details for quarterly results presentations and add them to the relevant investment team member’s diary
• Respond to any queries in a timely manner
• Carry out specific research
• Maintain paper and electronic filing systems
• Develop and implement new administrative systems to increase efficiency
• Prepare monthly expenses and keep up-to-date record of all invoices
• Print literature for meetings
• Coordinate with the Office Manager in organising company meetings and events, identifying suitable venues and budget management
• Provide cover for Office Manager when required

Relevant experience, skills and knowledge

• Proven work experience as a Team Administrator, Executive Administrative Assistant or similar
• Knowledge of office procedures - expenses, accounting etc.
• Solid experience with Microsoft 365 (Word, Outlook, PowerPoint, Excel etc.)
• Experience using office equipment, including printers, copiers, and scanners
• Strong communication skills (via phone, email, and in-person)
• Experience exercising discretion and confidentiality with sensitive information
• Excellent organisational skills with an ability to think proactively and prioritize work - organization, communication, and execution will be key
• High school education minimum, additional qualifications as Personal Assistant or Secretary as well as further education are highly desirable

Communications and interpersonal skills and other key competencies

• Strong organizational skills
• Resourceful and ability to problem-solve
• Ability to prioritize and multitask
• Ability to communicate at all levels of the organization, including senior management & clients
• Attention to detail
• Interest in financial services
• Proactive and self–motivated
• Able to work in a team environment
• Confident and enthusiastic in approach