EA (Equities) - Investment Management - West End - £50K

EA - West End, London

Ref: 36Sunday 18 July 2021

  • Comprehensive and proactive diary management for approx. 4 Managers:
    • Liaising with external parties (Investor Relations Teams, brokers, research providers & other market participants) and internal parties for all client, company or research related meetings, trips or roadshows
    • Proactively setting up all company meetings and managing conference logistics
    • Ensuring all Investors are aware of meetings/calls and have an option to join
    •  Proactively managing meetings clashes and being a gatekeeper
    • Proactively working with our in-house Corporate Access team to help organise trips
    • Ensuring meeting rooms are booked globally where necessary and using our virtual conferencing tool to create video and audio conference requests
    • Liaising with reception to request any catering
    • Registering external visitors with reception
  • Using internal Corporate Access CRM system to track all company meetings and sell-side broker interactions aligned with regulatory requirements
    • Creating, scheduling and managing meetings conferences and trips
    • Checking and approving sell-side consumption i.e., meetings attended and research / bespoke work
  • Schedule virtual meetings using various video conference tools
    • Using preferred video conferencing system, Cisco WebEx
    • Navigating Client / Company preferred systems such as TEAMS, Zoom & Blue Jeans
  • Managing global travel & expenses requests for the whole team
    • Working with an external travel vendor to book necessary logistics (flights, trains, hotels, etc)
    • Understanding visa processes and ensuring all travelers have the necessary visas in place
    • Booking any ground transportation if necessary
    • Process expenses and invoices in a timely manner adhering to policies and guidelines
  • Preparing documents and presentation materials in Word, Excel, and PowerPoint
  • Navigating various in-house procedures to ensure everything produced is compliant
  • Possible preparing briefing notes/research packs for company meetings
  • Obtaining information using the internet and various market data applications such as Thompson Reuters, Bloomberg etc
  • Possible creation and running of reports using a variety of different systems
  • Maintaining Excel-based databases
  • Onboarding of new hires and transfers in
      • Working with technology and facilities to ensure email, phone, systems and desk set up
      • Scheduling orientation meetings and helping to navigate the firm
      • Setting up Amex cards and travel profiles
  • Provide cover for administrators across the business when absences occur
  • Diligent coverage of telephone lines, adhering to best practices
  • Support with IT issues
  • Provide adhoc support for visitors if necessary

The successful candidate for this position is likely to demonstrate:

  • Advanced / Intermediate proficiency in MS Office (Word, Outlook, Excel, & PowerPoint)
  • Excellent time-management as well as organizational, multi-tasking, and prioritization abilities
  • Strong interpersonal and communication skills
  • Ability to work independently and as part of a team
  • Strong service orientation and proactive problem-solving skills
  • Ability to work under deadlines and to accommodate last-minutes changes
  • Positive, can-do attitude
  • Engage and maintain and inclusive working environment – sensitivity and responsiveness to cultural differences
  • Global mindset: flexible, adaptable, empathetic, humanistic
  • Growth mindset