Description:
This role requires you to act as a central point of contact for your designated team(s), managing a wide range of responsibilities with professionalism, discretion, and efficiency. Excellent communication and organisational skills are essential, as is the ability to adapt and remain composed in a high-pressure environment. Additionally, you will provide administrative support to the broader Banking team, whilst being an integral part of the Banking EA Group reporting to the Banking Chief Operating Office.
As a member of the Banking EA Group, you will be required to work closely with other Banking EAs to provide cover during periods of absence, as well as cross-coverage and shared support if required. An awareness of cultural sensitivity and the ability to build strong relationship across teams in a global environment are key to success in this role.
Duties And Responsibilities
Diary and Travel Management:
- Provide high-level support to those within your remit, through effective diary management, extensive travel arrangements, and comprehensive administrative support.
- Proactively manage executives' time, ensuring prioritisation of key commitments and arranging delegations where appropriate.
- Handle travel arrangements and other necessary preparations for business trips, focusing on cost control and reduction.
Expense Management
- Promptly process and track expenses in accordance with the Bank’s policies and procedures.
Communication & Correspondence
- Ensure all communications are clear, concise, and accurate.
- Remind colleagues of key dates related to HR, mandatory training deadlines, etc
Office Management
- Ensure the office space within your remit is well-organised and equipped with necessary supplies.
- Coordinate with Facilities and IT teams for any office-related issues, support office moves, and maintain a conducive office environment.
Supporting Projects & Initiatives
- Support various projects and activities as required, including Learning & Development initiatives.
- Use initiative to implement changes and improve processes within the team and across the wider Banking community, to include knowledge sharing initiatives.
Team Meetings & Events
- Assist with coordinating, planning, organising and execution of events, meetings, and conferences.
Ad Hoc Tasks
- Provide prompt and efficient administrative support, including document preparation, printing and binding, general administration as well as the facilitation of the onboarding process for new team members to ensure a smooth transition and integration.
Collaboration and Flexibility
- Work collaboratively and harmoniously with key stakeholders, including other Banking EAs.
- This role is based in London but may require flexibility to support early or late administrative duties across global time zones on occasion.
Qualifications, Skills And Experience
- Proven experience as an Executive Assistant supporting senior executives in a corporate environment, preferably within banking or financial services, with knowledge of the Banking industry
- Fluent Japanese and English language skills are essential
- Proven experience of building effective relationships and working collaboratively with senior stakeholders
- Flexible and adaptable approach, with the ability to respond effectively to changing priorities and business requirements
- Excellent organisational skills, with the ability to manage multiple priorities, coordinate complex schedules and work effectively in a fast paced environment
- Strong attention to detail and excellent written and verbal communication skills, including the ability to draft professional correspondence and other business documentation
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
- Demonstrable ability to use initiative, anticipate needs, solve problems and manage competing demands with minimal supervision.
- Strong team player, with a collaborative approach and willingness to contribute to the success of the wider EA pool
- High levels of discretion, professionalism and integrity, with experience handling highly confidential and sensitive information
- Proven ability to manage time effectively, meet deadlines and perform well under pressure
- Experience supporting senior executives within an international or multicultural environment would be advantageous