Personal Assistant

Business Unit : Corporate Finance

Corporate Finance

Industry : TECH - Technology

TECH - Technology

Role Objective

The Personal Assistant (PA) is responsible for providing full secretarial and administrative support to a team of financial staff within a specific department.

Under minimal supervision, the Personal Assistant (PA) performs various administrative and secretarial duties, and co-ordinates the needs of senior executives and financial staff as required.

This individual will also consistently demonstrate their ability to take action when necessary and respond appropriately, and is provided a company handset in order to be available outside normal working hours.

The PA establishes priorities and follows through with multiple tasks. S / he exercises frequent independent judgment, and works closely with other PAs on day-to-day activities, as well as the Office Manager (OM) in order to facilitate a team support environment across the office.

The position involves a variety of assignments of both long and short term.

Duties include but are not limited to : diary and travel management, expense processing, general administrative support, client database management, department supplies, absence cover for team members and administrative / project work for the OM as directed.

Responsibilities

1.Secretarial Support

• Diary Management : arranging, rescheduling and confirming appointments; keeping executives and their diaries updated of changes as required.
• Telephone Support : Receiving / making calls, taking accurate messages, liaising with clients. Picking up calls for other members of the team when necessary, or dealing with where possible.
• Liaising with clients, responding to their requests in an appropriate manner.
• Draft, prepare and / or distribute documents on behalf of supported staff and others as requested; includes creating / manipulating Word, Excel, PowerPoint documents for executives.
• Arranging conference calls using dedicated HL conferencing systems, ensuring accuracy of contact names, pins, meeting numbers etc.

Must be confident in working across time zones when coordinating calls.

• Review incoming invoices; check for accuracy and verify, including assigning relevant cost / project codes.
• Liaise with US-EMEA based Assistants where necessary, and provide support to visiting executives when in the office.
• Constant liaison with internal management, financial staff, external clients and prospects.
• Arranging meetings / lunches / dinners, both internal and external, as requested.

2.Travel & Expenses

• Extensive and complex travel bookings, using corporate Travel provider. Produce itineraries as required.Ensure adherence to HL Travel Policy at all times.
• Process visa applications, passport needs, currency requirements and associated reconciliations.
• Book taxis and cars as necessary.
• Prepare and submit expense reports using HL online expense system, ensuring appropriate receipts are attached and all items accounted for, and that process is completed within policy and monthly accounting deadlines.
• Collating expenses breakdown for client billing through Accounts Team.
• Reconciliation of monthly corporate / personal credit cards within deadlines.
• Ensure relevant travel refunds have been processed by travel provider.

3.CRM Data Management

Maintain / update SalesForce (Client Relationship Management (CRM) database), including updating SalesForce business contact information, adding relationships etc.

Create call reports, and ensure accuracy of data held.Training will be given, a thorough understanding of its functionality will be essential.

• Proactively ensure the integrity of the firm's CRM database by assisting in firm wide data hygiene efforts, including researching and entering missing data.
• Responsible for Deal Execution administration as directed by Deal Team, including NDAs for prospective clients, conflict checks and SalesForce data updates.

Maintain file records for team, including filing and archiving.

Register executives for conferences / seminars (on approved Marketing Budget List).Keep them abreast of new seminars / conferences in which they would be interested in attending.

Liaise with internal Marketing as required, who oversee all these activities.

• Appropriately renew subscriptions (through the OM and / or IC as appropriate).
• Photocopying / Binding of presentations.

4.Administrative / Project Work

• Set-up and maintain well organised filing system conducive to the needs of the business line.
• Maintain team absence records, liaising with HR / OM as required.
• Support new joiners at all levels with familiarization of company policies and procedures.
• Organise client entertainment events, conferences, and promotional activities and ensuring adherence to budgets.
• Support and assist on Firm wide initiatives as directed by executives and / or OM.
• Share best practices.Participate in office admin meetings and / or events.
• Carry out project work as required and instructed by the Office Manager.
• Carry out ad hoc duties / tasks as deemed necessary to ensure the efficient operation of the team.

5.Absence Cover

• General support and help to other Assistants across the office when possible.
• Provide cover in the absence of other PAs including HL Reception cover if needed.
• Support the Office Manager as required.

6.Health and Safety

• Act as Fire Officer / First Aider if required (training will be given).
• Ensure office space remains presentable and free of obstacles; notify OM of issues.

Education / Skills / Experience Required

• Degree level education or of graduate calibre.
• Excellent organisational, oral and written communication skills; detail-oriented, and able to prioritise workload.
• Competent user of Microsoft Office products, including PowerPoint and Excel.
• Fluency in both English and German .
• A positive, flexible, responsive service-oriented attitude, able to meet deadlines in a timely manner.
• Resilient and able to deal with high pressure environment, and demanding individuals.
• Flexibility, resourcefulness and good anticipation are important qualities, as is the ability to act decisively and on own initiative.
• Confident with an outgoing personality and practical approach to problem solving.
• Ability to effectively interact with all levels of staff and maintain confidentiality.
• Self-starter with a strong sense of ownership and a personal commitment to continuous improvement of policies and procedures.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, protected veteran status, or any other characteristic protected by law.