• 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