Job Title – Personal Assistant – Fixed Term Contract for maternity leave cover

Reports To – HR Business Partner

Location – London

 

Job Purpose

To provide exceptional support to the relevant team at ISDA as well as making a wider contribution to the ISDA team.

 

Duties and responsibilities

Diary Management, Global Travel Management and PA Support:

• Full diary management, regularly reviewing to minimise problems, taking initiative to overcome obstacles which impact the supported team
• Schedule and organise complex activities such as meetings, lunches, domestic and multi-city international travel, research Visa requirements and travel health advice and hotel reservations, and department activities
• Being proactive in pre-empting needs for meetings, ensuring travel, paperwork, attendee lists, reports, files, pre-meets are organised and if relevant attended, including providing detailed itineraries (both domestic and international) with a consideration of cost management in booking travel arrangements
• Coordinating meeting facilities, video conferences, AV, catering, and facility set up
• Ability to draft high quality communications for members, ensuring accuracy, professional language and attention to detail are always maintained
• Assist with the planning and coordinating of projects, recording and disseminating information
• Chase and process expenses using Concur

Team Tasks:

• Actively involved in departmental or ISDA wide projects or initiatives to improve systems or services. Taking the initiative to share ideas on process improvements.
• Managing shared inboxes
• Play a critical administrative role in processing legal protocols by checking submitted adherence letters to ensure they are correctly completed and monitoring the inbox to answer queries on technical questions about the legal protocol process
  • This requires learning the technicalities of the method and paying vital attention to detail due to the legality of the amendments
• Where required, work independently and within a team on special and nonrecurring or ongoing projects

General office assistance tasks:

• Answer main phone and monitor general inbox (along with 4 other PAs) and follow up where appropriate, on all routine and non-routine questions
• Work collaboratively with administration team during busy times and on various communal tasks and covering absence
• Organise and prioritise information to be distributed using our ISDA Committee Management System (ICMS) o Distributing correspondence, attachments and meeting invites to committee members, proof reading correspondence before sending.
• Maintain committee database ensuring that data on committee members is accurate and updated in a timely manner
• It may be necessary to take minutes at meetings and on conference calls (not a regular task)

 

Skills and Experience

Education

• Maths and English Language at GCSE grade C or equivalent
• Bachelor Degree in any specialty is desirable

Specialized Knowledge

• Must have strong working knowledge of Microsoft Office (MSWord, Excel, PowerPoint, Outlook, Teams)

Relevant Skills / Abilities

• Must have strong communication and interpersonal skills and the ability to interact and communicate with individuals at all levels of the organisation, building strong working relationships
• Work requires continual attention to detail in composing, typing and proofing materials
• Responsibilities can include drafting memos and invitations, so the ability to write clearly is vital
• Must be able to deal with busy and demanding schedules, working well under pressure, be able to prioritise and multi-task within a changing environment, be resilient and confident in their abilities, while remaining polite, calm and professional at all times
• Must have initiative and be able to pre-empt situations, taking decisions where appropriate
• Work autonomously but also be a strong team-player, assisting the other PAs with general shared responsibilities
• Proactively builds an understanding and shows an interest in the business as an organisation, its priorities and its members

Experience

• Ideally 3-5 or more years of experience as a PA or Secretary, supporting Executive level needs preferably within a financial institution or professional services company.
• Preferably experience of working for numerous managers and able to coordinate multiple work requests

 

To apply, click here.