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Team Assistant

Schroders Investment Management
London, United Kingdom
Posted 5 days ago Permanent Competitive
Team Assistant
Who we're looking for
We are looking for a dynamic individual with a wealth of experience as an Executive Assistant on Senior Management level.

The person hired will have a strong work ethic with a collaborative approach to working with many people across different businesses. They will need to be well organised and have a problem-solving type approach to the work. There will be high levels of responsibility, multi-tasking and often pressure to deliver in tight timeframes. Good communication skills are essential.

This is an excellent opportunity to gain experience in private assets in a thriving environment and one of the growth areas of Schroders plc.

About Schroders
We're a global investment manager. We help institutions, intermediaries and individuals around the world invest money to meet their goals, fulfil their ambitions, and prepare for the future. We have around 5,000 people on six continents. And we've been around for over 200 years, but keep adapting as society and technology changes. What doesn't change is our commitment to helping our clients, and society, prosper.

Schroders Capital is responsible for the private assets businesses in Schroders. We have over $70 billion of assets under management and manage assets across multiple asset classes including private equity, private debt, real estate and infrastructure.

The base
We moved into our new HQ in the City of London in 2018. We're close to our clients, in the heart of the UK's financial centre. And we have everything we need to work flexibly.

The team
The role is based in the Private Assets Group in London providing a high quality, efficient and effective secretarial/administrative support to the Senior management team as well as providing support effective cover for the other Secretaries within Private Assets in their absence.

Key Responsibilities:
Meeting and Diary management
• Scheduling meetings, agenda and follow up items
• Diary management for Senior managers in Schroders Capital
• Organisation of day to day meetings including communication, required travel, room bookings and catering requirements
• Diary management in collaboration with the PA team members
• Preparation of meeting materials
• Preparation and enhancement of presentations
• Taking of meeting minutes as required
• Support guests and visitors from other offices during their stay in London
• Support Claudia Lubbe with meeting and travel arrangements for Georg Wunderlin, Global Head of Private Assets
• Arrange internal team events
Travel management for Senior managers
• Working within the Schroders travel policy and travel agency to effectively manage travel costs
• Preparation of detailed travel itinerary, booking of meetings, all required travel arrangements, currency ordering and visas
Expenses and invoice payments
• Processing of monthly expenses (using the Expense system) and invoices (using the relevant system) for the teams in accordance with Schroders policies and best practice
• Validating and arranging payment of invoices
• Getting approval of invoices from managers and process in the system

Onboarding new joiners and managing leavers:
• Coordinating induction meetings
• Arranging personal technology and desk requirements
• Organise Welcome Lunch
• Requesting appropriate access
• Decommissioning equipment
• Maintain birthday list

Administrative tasks:
• Responding to emails and other queries
• Answering and directing phone calls, taking and passing on messages
• Absence/holiday monitoring and logging
• Management/filing of important documents on OneDrive
Office Management
• Organise team events / client events etc. (either alone or with the support of other PA Assistants
• Ordering stationery and supplies
• Support w/ meeting set up, V/C, Skype etc.
• Support guests for PA London from other offices (together with other PA Assistants)
• Go-to person for PA team (e.g. Technical support, individual requests)
• Liaise with IT, AP, Reception etc. to maintain high level service to PA

Cross department collaboration:
Working with the other secretaries and administrative support across Investment to share best practice and cover annual leave or particularly busy periods.

General and Technical Skills:
• Team Player with flexibility to take on a variety of tasks
• Proactive with ability to use own initiative, prioritise and work to deadlines
• Accuracy and good attention to detail
• Professional telephone and excellent interpersonal skills
• Complete adherence to confidentiality at all times
• Previous secretarial/administrative experience at a senior level
• Sound grammatical understanding and accurate spelling
• Advanced Microsoft Word, Excel, PowerPoint and Outlook knowledge

Desirable Skills:
• Previous knowledge and/or experience within the Investment Management or Financial Services Industry

We're looking for the best, whoever they are
Schroders is an equal opportunities employer. You're welcome here whatever your socio-economic background, race, sex, gender identity, sexual orientation, religious belief, age or disability.

Job ID  4734
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