As an Executive Administrative Assistant in the International Private Bank, you will be tasked with a variety of administrative duties that require confidentiality, initiative, and sound decision-making. Your responsibilities will include providing high-level administrative support for the executive and their team of managers, as well as other stakeholders. This may involve handling information requests, preparing reports, and performing clerical tasks such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and managing travel arrangements.

Additionally, the ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is crucial to this role. You should demonstrate experience in developing relationships in a highly matrixed and global organization, as well as experience in handling the administrative and executive support related tasks with minimal supervision. You will need to adapt procedures, processes and techniques to the completion of assignments and in line with the department's activities and goals. Arranges and coordinates complicated domestic and international travel.

Note: this role requires 5 days in the office.

Job responsibilities

• Maintains complex and detailed calendars acting as a gatekeeper and main point of contact for all enquiries..
• Arranges and coordinates complicated domestic and international travel.
• Flags incoming issues and concerns, ensures deadlines are met.
• Manages all technology requests via in-house systems
• Manages the coordination and logistics of both internal and external meetings often involving managing across multiple time zones.
• Processes invoices and Travel & Expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures
• Produce high quality emails and messages to individuals at all levels of the organization
• Coordinate meetings and conference rooms, order any necessary food/catering.
• Provide adhoc cover for other EAs in your team when they are out of the office.

Required qualifications, capabilities, and skills

• Advanced professional experience working as an administrative assistant, providing support to high profile stakeholders.
• Strong organizational skills, ability to multi-task and prioritize with excellent attention to detail.
• Excellent interpersonal skills and the ability to build relationships.
• Strong written and verbal communication skills.
• Proactive rather than reactive – plans for all eventualities but ability to be flexible to changing work demands at short notice.
• High levels of confidentiality and discretion.
• Resourceful team-player, with a proactive approach within the assistant community and can provide back up to other assistants as and when required
• Remains calm under pressure
• Highly proficient in Microsoft Office and Concur

Preferred qualifications, capabilities, and skills

• Experience supporting at the Managing Director level (or equivalent) or above

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.