Administrative Assistant, S&P Capital IQ
SP Capital IQ combines two of our strongest brands--SP, with its long history and experience in the financial markets and Capital IQ, which is known among professionals globally for its accurate financial information and powerful analytical tools.
SP Capital IQ provides multi-asset class data, research and analytics to institutional investors, investment advisors and wealth managers around the world. We offer a broad suite of capabilities designed to help track performance, generate alpha, identify new trading and investment ideas, and perform risk analysis and mitigation strategies. For more information, please visit http://www.spcapitaliq.com/
The position provides Administrative Secretarial support to the EMEA Sales, Client Services Marketing teams on day-to-day operations. The incumbent is responsible for the coordination of all aspects of department meetings including minute taking, weekly and monthly sales reporting, off-site planning meetings, travel arrangements for sales reps, travel itineraries, catering bookings, room reservations, telecommunications and audio-visual set-up, building access and security arrangements, assembling meeting and presentation materials.
You will:
- Handle photocopying, scanning, printing enquiries.
- Open sort incoming mail for distribution.
- Deal with both internal external telephone queries.
- Be able to deal with all queries into the administration in-box.
- Book travel - arrange domestic/ int'l travel itineraries (within company travel policy and procedures); and coordinate travel for senior managers and all other sales staff travel; organizing visas
- Coordinate the group individual diaries electronically.
- Organise recruitment interviews as necessary.
- Maintenance updating of all files.
- Produce montly-preliminary Activity Report.
- Meeting management.
- Expenses and general admin. Prepare monthly Travel Entertainment expenses for senior staff
- Prep for sales meetings.
- Prepare correspondence presentations as required.
- Maintenance of Risk Solutions Biograhies Activity Reports.
- Administration of holiday sickness attendance records.
- Assist Operations Manager with maintaining BCP/ERP.
- Schedule WebEx meetings.
- Ensure new starter/transfer/leaver process is carried out.
- Organise the schedule when needed for internal weekly desk moves.
- Provide support to the Operations Manager.
- Any other duties as may be deemed necessary to support the activities of the groups.
- Previous administrative experience supporting a large department required
- Excellent communication (oral and written) skills mandatory, a good standard of business letter writing and grammar
- Knowledge of client management tools (Salesforce) and WebEx would be a plus
- Fluent English, other languages a plus.
- Professional phone manner and demeanor and excellent interpersonal skills are necessary.
- Must be a self-starter, able to work in a fast paced, teamwork environment and demonstrate flexibility to work on projects and additional tasks as required.
- Must demonstrate ability to juggle multiple competing tasks and demands across a large team.
- Must have high level of interpersonal skills to handle sensitive and confidential situations.
- Strong knowledge of Microsoft Word, Excel, Outlook, PowerPoint, Internet and Windows 7.0 required.
- Ability to learn new software as necessary.
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