Executive Assistant - Capital Markets

This is a role is for a highly motivated, results driven Executive Assistant supporting team members within the Capital Markets department.  You will be responsible for providing an effective and efficient support service and assist the wider business support team in ensuring the smooth running of a busy department.

Responsibilities

Stakeholder Support

• Executive Assistance to the Offices Team, maintaining their schedule through extensive and proactive diary and email management; organisation of internal / external meetings and viewings and conference calls, including preparing any required papers beforehand.
• Board Meetings and team Strategy Away Days; coordination of all relevant meetings including preparation of Board packs.
• Presentations; coordinate and manage internal and external (client) presentations with our in-house creative and business development teams (where possible draft in the first instance), external printers, plus the post room to ensure a smooth process.
• Document preparation; audio/copy typing letters, memos, minutes, schedules, mailshots and extensive reports.  Accurate formatting, printing and binding of client reports.
• Corporate travel arrangements; UK and overseas, plus preparing detailed itineraries and travel packs where necessary

Business Coordination

• Acting as an Ambassador for the London Lease Advisory Head and team.
• Maintain collaborative relationships with clients, managers and employees.
• Business Planning coordination (bi-annually); working with the Operations Manager on the spring and autumn business planning process and helping to coordinate for their team(s).
• Team Financial coordination; where appropriate;

• WIP sheet reconciliation / billed and unbilled debtor coordination
• Concise and regular coordination of client invoices, ensuring quarterly deadlines are met.
• Monthly travel sign off, signing off costs, database subscriptions, supplier invoice processing
• Expense claim coordination for the Partners
• Referral coordination

Team Coordination

• Team meetings; attend team WIP meetings, minute taking and ensuring actions are followed up
• Training; helping to ensure all their team(s) mandatory training is up to date and helping to proactively promote training opportunities to support personal development.
• Compose and/or prepare correspondence; audio/copy typing, letters, memos, design documents, newsletters
• Answer organisational mail, email, correspondence and requests for information
• Maintain teams schedule through extensive and proactive diary coordination, organisation of internal / external meetings booking meeting rooms and conference calls, including preparing any required papers beforehand
• Where applicable, screen and prioritise or respond to team’s Out of Office emails
• Corporate travel arrangements; organising team meetings and conferences, strategy away days, etc.  Producing relevant ‘packs’ for all attendees
• Board/management meetings; minute and disseminate actions
• IT liaison to help troubleshoot system errors for team
• Work collaboratively, providing assistance to other business support members, as and when required, adding value to the overall efficiency of the London Lease Advisory department.
• Working with the London Lease Advisory and wider London Offices business support network to ensure best practices are shared, communication is continued and helping other teams when there are pressure points
• New Starter Induction; working with Operations Executive / Operations Manager to coordinate the process of new starters (induction) / leavers for your team
• Onboarding; working with Operations Executive / Operations Manager to help coordinate onboarding of all new starters in your team
• Appraisal co-ordination for their team and six monthly 1:1’s.
• CPD records; recording the teams RICS CPD hours.

Experience Required

• 3+ years experience in a similar operations or administrative role
• Proficient using Microsoft Office

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