Group Assistant recruitment
The Market Operations and Technology Capital Markets Delivery (MOT CMD) London team is seeking a Group Assistant to join a fast pace team and support the Head of MOT CMD EMEA and the MOT CMD EMEA team (up to 40 staff).
Responsibilities:
- Dedicated PA support to Head of MOT CMD EMEA
- Extensive diary and telephone management
- Reconciliation of Amex and expenses
- Co-ordinating travel - liaising with Travel (flights / accommodation / visas, etc.)
- Managing MOT CMD staff entering and departing EMEA - collating approved Travel Authorisation Forms (TAF) and recording the 'Fly in Fly out' (FIFO) register / arranging security access / allocating desks for visiting staff members and advising global Group Assistants of staff travelling to their region
- Co-ordination of meetings, including liaising with Guest Relations re: visitors, meeting room preparations, catering and audio visual set up
- Co-ordination of meetings / conference calls with various overseas locations including liaising with various Group Assistants
- Providing assistance in arranging regional Town Hall's / presentations - including liaising closely with other Group Assistants and managing all logistics in EMEA
- Assisting with monthly reporting
- Maintaining Distribution Lists, Organisational Charts and Team Floor plans
- Extensive use of RequestCenter (Macquarie online internal portal) - including STL's (starters / transfers / leavers, etc.), amending and creating email groups / distribution lists, security access, ordering general office equipment
- Liaising with internal service desks / teams
- Updating Rent Recoveries - making amendments and reporting to CSD
- Providing assistance with co-ordinating mid-year and yearly appraisal preparation
- Organising all internal entertainment / functions
- Maintaining team SharePoint site and EMEA MOT Technology Administration site
- Documenting processes and ensuring procedures are adhered to group-wide
- Ad-hoc assistance on various projects
- General administrative support / office management (e.g. ordering stationery, distributing mail)
- Providing cover for other London Group Assistants as required
- Regular interaction with other Group Assistants within MOT IDD globally
Requirements:
- Intermediate computer knowledge; including Internet, Outlook, Word, Excel, PowerPoint
- Strong verbal and written communication skills
- Strong accuracy and attention to detail
- Team player with previous experience supporting a broad team across a range of levels within the organisation
- The ability to get along with people
- Customer-focused attitude with a 'service first' mentality
- The ability to work as part of a regional team across multiple countries, cultures and time-zones
- The ability to multi-task
- The ability to remain calm under pressure and when faced with adversity or urgent issues
- Flexibility and adaptability
- The ability to view current processes and procedures as opportunities for enhancement, tuning and improvement
May 11, 2012
• Tags: Group Assistant recruitment, Information Technology careers in the UK • Posted in: Financial