Global Support PA - 12 month FTC

Overview of role

OFFICE: LONDON (50% hybrid required)

CONTRACT: 12 month FTC mat cover

We are seeking a highly organised, proactive and discreet Global Support Assistant (PA/EA support) to provide comprehensive administrative support on a 12-month maternity cover to the General Counsel & Chief Risk Officer, Global, Chief Compliance Officer, Global, Chief Transformation Officer, Global and Chief Information Officer, Global. You will play a vital role in ensuring the smooth operation of these departments and contribute significantly to their success. This varied position will require initiative, diplomacy, adaptability, discretion and a willingness to work collaboratively. Exceptional organisational skills and a keen eye for detail are a must, along with a can-do attitude, willingness to learn and a calm manner.

Duties, Responsibilities & Person Specification

Travel Management:

• Manage business travel arrangements including flights, hotels, and ground transportation.
• Ensure all travel arrangements comply with company travel policies and stay within designated budgets.
•  Conduct thorough research on visa and entry requirements for international travel, advising travellers on necessary documentation.

Diary Management:

• Liaise with internal and external contacts to arrange and book meetings, manage agendas, and ensure smooth communication flow.
• Schedule meetings to ensure no conflicts arise and work collaboratively to find solutions when issues arise.
• Prepare and distribute meeting agendas and materials and take clear and concise meeting minutes (when required) and ensure meeting logistics are in hand (catering, equipment etc.). 

Document Management:

• Accurately create, amend and proofread various documents, maintaining consistency and professionalism.
• Draft, maintain, and update existing spreadsheets when required.
• Prepare high-quality presentations for meetings, conferences, and board presentations. This includes formatting, editing, and gathering necessary materials according to their specific needs and preferences.

Additional Duties: 

• Filter general information, queries, phone calls and invitations by redirecting or taking forward such contact as appropriate.
• Compose clear and concise correspondence, emails, and reports according to instruction.
• Prioritise and coordinate incoming requests, emails, and messages, responding on behalf of Cline colleagues when necessary.
• Manage phone calls, messages, and correspondence, directing them appropriately and relaying messages accurately.
• Process expense reports in a timely manner and ensure adherence with company policies and regulations.
• Proactively identify and anticipate executive needs, seeking solutions and streamlining administrative processes.
• Ad-hoc project work as required from time to time.

Education, Skills & Experience

• Relevent experience as a Personal Assistant or Executive Assistant gained from a law firm or professional services environment.
• Educated to A-level standard or equivalent with English Language grade A-C or equivalent at GCSE.
• Proficient in Microsoft Office suite of products is essential.  web platforms (e.g., SharePoint & Teams), and data visualisation tools (e.g., PowerBi) is beneficial. 
• Excellent communication and interpersonal skills, with the ability to build rapport with senior management and external contacts.
• Exercise discretion and diplomacy when handling confidential matters.
• Strong organisational skills with the ability to manage multiple tasks and priorities effectively in a fast-paced environment.
• Excellent time management skills and the ability to take the initiative and be proactive.
• Ability to work independently and with others to accomplish project objectives and to advance the department’s priorities.
• Work in a flexible manner and respond to changing circumstances and emergencies, this requires a willingness to occasionally work outside normal working hours/days when requested.

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