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Executive Assistant- Temp Roles- Urgent Starts

Eingestellt von Allegis Group Services Europe Ltd

Gesuchte Skills: Support, Oracle

Projektbeschreibung

EA/PA TO HEAD OF AN OPERATIONS DEPARTMENT

A team assistant is required to provide administrative support to a private side Front Office business, based in London. The PA role is required to deal with diary management, travel and room bookings, expenses, stationery orders and database updates.

On a daily basis the Team PA role will involve booking rooms using the RBS room booking system, processing expenses via the online expense system and ensuring that Corporate Credit cards for team members that have them are expensed in a timely manner, booking both ad-hoc and recurring meetings for team members (this will require them to have diary access for most of the team), and booking global travel. The process surrounding travel bookings involves an approvals system and a series of policies put in place by RBS for both safety and cost reduction reasons. Much of the travel booking part of this role will be about ensuring that policies are adhered to and the traveller's safety in medium to high risk countries is prioritised.

The key responsibilities/activities of the Team PA role include:

- Managing busy and frequently changing diaries, liaising constantly internally with all levels of staff;
- General day-to-day office administration - phone reception and messages, filing and archiving, photocopying and printing, ordering and maintaining stationery supplies, etc;
- Ownership of enquiries, displaying initiative either by actioning personally or by referring to the appropriate person;
- Preparation of internal and external documents, correspondence and presentation materials using Word, PowerPoint and Excel;
- Processing and monitoring of expense claims and remittances, reconciling claims against expenditure on credit card statements, recording against Reimbursable Projects where applicable;
- Organising internal
- Booking business travel, flights and accommodation and managing complex itineraries and visa requirements as necessary;
- Distribution of post and incoming faxes;
- Preparing workstations, security access, phones and completing other general on-boarding tasks in preparation for internal transfers and new joiners. Also managing the departure process for leavers, liaising with the various teams involved etc; and
- Assisting colleagues and other team secretaries as and when required, contributing to the smooth operation of the wider Markets business
- Responsible for invoicing and managing the reimbursable process, maintain up to date records of reimbursable costs, follow up on invoices issues either directly or with the responsible Deal Team member;
- Assist with organisation of team events

Must have excellent Team PA skills from Banking/Financial Services, (ideally previous RBS) as EA's who are already familiar with banking environment/systems are desirable, also excellent outlook/Powerpoint, Excel (Ideally Oracle). Ideally you will be available immediately or on very short notice.

If you want to find out more about this call us

Allegis Group Services is acting as an Employment Business in relation to this vacancy.

Projektdetails

  • Vertragsart:

    Contract

  • Berufserfahrung:

    Keine Angabe

Geforderte Qualifikationen

Allegis Group Services Europe Ltd