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PA to Co-CEO

Location
London
Job Type
Permanent
Posted
21 Jul 2022

A 12 month maternity contract (starting mid August) for a Financial Services firm in the City of London. The role is PA to Co-CEO and Chairman and is an excellent opportunity for someone with 5 years + experience wanting that step up!

Client Details

An Investment Banking firm in the City of London

Description

PA to Co-CEO duties:

  • Extensive inbox and diary management. Arranging and co-ordinating meetings both internally and externally, liaising with the reception team when booking meeting rooms to ensure that all guests are booked in with security ahead of meetings
  • Delegating work to manager's direct reports/deal teams, keeping track on deal emails and admin. Responding and following up accordingly
  • Flagging to the CEO's important tasks and deadlines whilst also determining which emails, reports, telephone calls etc need to reach CEO's and which do not. Responding and following up accordingly
  • Joining internal deal calls to give updates on behalf of CEO and reporting back with actions
  • Managing budget approval and meeting compliance guidelines. Ensuring all expenses are processed promptly and recharged where necessary to the relevant client. In addition, reviewing and approving expenses on behalf of CEO
  • Being aware of and handling sensitive information
  • Booking and co-ordinating extensive and multi-stop travel, including local and international flights, transport, accommodation, private jets, visas, check in and detailed travel itineraries. Strong knowledge of time zones
  • Booking and arranging off site meetings for Exec team
  • Saving important documents, photocopying, printing large documents, binding presentations, scanning documents, filing, archiving and maintaining regulatory updates
  • Provide cover for the phones and pass on accurate/detailed messages in a timely manner
  • Review and approve holiday requests on behalf of CEO
  • Input business card contacts into Outlook
  • Personal admin for CEO including but not limited to travel, personal appointments, keeping track of invoices to be paid, property admin, book/order gifts, book flights/accommodation, coordinate tax return

Profile

PA to Co-CEO requirements:

  • Proficient use of all Microsoft software: Outlook, PowerPoint, Word and Excel
  • Proficient use of all printing/scanning/binding machinery
  • SingleTrack updates and general system management including logging client activities
  • Responsible for becoming an effective user of the Dayforce system in order to support others with absence, training and performance records
  • Team working
  • Work collectively with the PA, IB team to suggest and implement best practice procedures within the support function
  • Work collaboratively with the presentations specialist to ensure all documentation meets the required brand requirements
  • Ensure that the team is aware at all times of business priorities and when there is available capacity to support other PAs
  • Support and work as a team with all PAs and provide cover when other team members are on holiday
  • At all levels liaise with impeccable manners with international offices, stakeholders, clients, shareholders, MP's, business partners, high profile individuals, representatives, assistants and staff
  • Provide out of office hours when required - high levels of flexibility and adaptability

Job Offer

A 12 month fixed term contract to work for a Financial Services firm in the City of London as PA to Co-CEO to start in mid August.

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Details