Newsworthy

​​Key Responsibilities:

Calendaring
• Maintain diaries for on average three Commercial Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate
• Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up
• Assist with scheduling for complex projects as requested by the Partners and/or project team

Travel Arrangement
• Coordinate travel and accommodation, book cars, rail tickets, etc.
• Develop understanding of Partners scheduling and travel preferences
• Coordinate travel efficiently by grouping client meetings where possible (“you’re in Paris to see XYZ Company, shall I try to set up a meeting with X Company because we haven’t spoken to them for three months”)

Timesheet and Expense Reporting
• Prepare monthly timesheets for each assigned Partners
• Prepare all expense reports

Team Support
• Provide coverage for EAs who are out of the office to ensure seamless support to Partners
• Provide short-term coverage for Partners who may be in the midst of an EA assignment transition or who are new to the Firm
• Provide training and support to new EAs
• Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team

Office Services Support
• Log and greet all visitors, including clients, delivery persons, maintenance workers, etc. to ensure proper security is in place for guests
• Book meeting rooms and manage their logistics including general set up/cleanup of rooms, catering requests, liaising with Technology Services for audio and video conferencing requests
• Handling of incoming and outgoing mail, faxes and packages, copy/binding requests and large mailings
• Assist with new hire on boarding, conduct office tour and explanation of office procedures
• Ordering, stocking and inventory management of  specific supplies
• Responsible for maintaining relationships with vendors; including building maintenance, overnight delivery, office suppliers and food services
• Ensure compliance with Health and Safety (both internal and external), Fire Safety, emergency/evacuation and security procedures. Set up and ensure training and compliance in all aspects of Health & Safety to include First Aid, Fire Regulations and update BCP site details in BRM database
• Oversee the OS budget
• Checking accuracy and coding all OS bills prior to passing to Finance for payment
• Organize firm events like Holiday & Summer Party, SP Day, etc., including oversight of the events budget
• Assist with OS related new hire on boarding, conduct office tour and explanation of office procedures incl. Health & Safety and ordering of entry passes
• Assist with internal office moves and refurbishment projects as needed
• Monitor and handle all OS inbox requests
• Provide content and updates for POW, our intranet site

Experience Required:
• At least three years’ experience at working in an administrative or customer service position.
• Experience in financial services, management consultancy and/or a professional services environment a plus

Skills and Attributes:
• Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
• Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
• Excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment
• Maturity, poise and judgment
• Ability to maintain and respect confidentiality
• Ability to think strategically and contribute to development of departmental model
• One who takes constructive feedback in stride and incorporates feedback quickly
• Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment
• Ability to undertake projects and produce quality and timely results
• Self-starter, strong initiative, confidence and ability to work with little guidance
• Collaborative team player
• Positive attitude, sense of fun: is collegial and friendly
• Ability to juggle several tasks at once, to prioritize and manage own time – Not a clock watcher or someone who is unwilling to step outside their job description
• Methodical, organized and excellent attention to detail
• Flexible attitude; embraces change, hard-working, cost conscious and results driven
• Committed to the company and add to the life and culture
• Authorized to work in the United States

Technical Skills:
• Excellent Word, PowerPoint and Excel skills
• Expert knowledge of Outlook
• Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary ​