Overview
The Team Assistant will provide administrative support to a number of Managing Directors/Directors in the course of their work. The remit may vary considerably depending on the nature of the roles of those being supported and the degree of administrative input required by the individual(s) to be supported. The role includes diary/meeting management, arranging travel (including accommodation and transport), cost/expense reconciliation and processing, and maintaining and creating office documentation (e.g. spreadsheets, databases and presentation material). The Team Assistant will work in close collaboration with those supported to determine how best the support resources available can be utilised and administrative efficiency is prioritised. The Team Assistant will be in contact with many of those who interact with the individuals they support and will coordinate with other Team and Executive Assistants across the organisation to facilitate communication and coordination.
You will be dealing with a number of senior and junior staff on a daily basis. You will also have experience of managing a large team who regularly travel to meet clients, the ability to correctly prioritise a high number of requests and the ability to work calmly, efficiently and effectively in a fast paced and pressurised environment.
What we offer
A healthy, engaged and well-supported workforce are better equipped to do their best work and, more importantly, to enjoy their lives inside and outside the workplace. We are committed to providing an environment with your development and wellbeing at its centre.
You can expect:
This position will be employed by a 3rd party
Market-competitive salary and compulsory superannuation
Benefits including retail discounts
The opportunity to support a wide ranging CSR programme + 2 days\' volunteering leave per year
Your key responsibilities
Managing diaries - ensure that the individual is supplied with the appropriate documentation when attending meetings, video and audio conference calls
Supporting Manager's email monitoring and travel arrangements
Organising adhoc and regular meetings via video, audio conference calls or in person across a variety of time zones; coordinating diaries, booking meeting rooms, materials etc
Sending e-mail notification of confirmed meetings with required information (i.e. dial-in number, meeting room location, reference documents etc)
Providing availability as requested and entering confirmed details in the participant's calendar, and informing them of the calendar entry
Ensuring expenses are claimed within deadlines and in line with the expense policy
Your skills and experience
Proven administrative experience in a similar role, preferably within the Corporate Finance business specifically
Excellent communication skills, both written and verbal, demonstrating a passion for quality and attention to detail
Good organisational skills and the ability to prioritise work flow, demonstrating flexibility when handling multiple tasks
Demonstrated ability to work well under pressure in a fast-paced environment
Ability to deal with urgent situations in a calm, efficient and pragmatic manner
We strive for a culture in which we are empowered to excel together every day. This includes acting responsibly, thinking commercially, taking initiative and working collaboratively. Together we share and celebrate the successes of our people. Together we are Deutsche
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