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Fund Services Administrative Assistant

Responsibilities
Maintain calendars, arrange internal and external meetings for Fund Services Management Team
Arrange all conference calls, rooms, AV equipment, dial in numbers; catering ordersand video conference facilities
Co-ordinate and book travel including flights, hotels, currency, taxis etc. within the Firmwide Expense Policy Ensure relevant agendas and itineraries are organized in advance
Visa Arrangement - Arrange when required
Process monthly expenses in a timely manner. Ensure these are processed quickly and efficiently and are within Firmwide policy and pro-actively ensure these flow through the internal checking system
Printing and collating all meeting documentation as required
Provide admin support for any ad hoc projects e.g. offsites, onsites, social events, team meetings etc
Extensive verbal and written interaction with your internal colleagues and external clients ensuring the maintenance of relationships
Build good working relationships with other Assistants both domestically and internationally within the team
Ordering Business Cards
Phone CoveragePerson Specification
An experienced, confident, friendly, outgoing "people orientated" personality required, who is able to liaise with people on all levels to achieve work goals
Ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently
Pro-active 'can do' approach
Ability to use own initiative and judgment
Self-starter
Highly organized and capable of multi-tasking to meet deadlines
Articulate; an effective communicator
Attention to detail
Good organizational skills and able to follow up outstanding items as necessary
Strong team player
Excellent time/priority management skills
Excellent communication skills
Excellent typing skills
Travel support experience
Flexibility on working hours and understanding of the business demands
3-5 years Administrative Support experience


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