Executive Assistant at Stonehage Fleming

MAIN DUTIES INCLUDE:

• Answering telephone calls for relevant staff members and noting messages
• Act on behalf of the Senior CRM, screening, directing and actioning inbox correspondence, liaising with any relevant teams, person to action in pursuit of addressing diary priorities
• Provide extensive diary and inbox management along with call and meeting scheduling
• Maintain calendars of relevant staff members within the team and set up meetings with staff members and clients
• Point of contact for offshore colleagues – assist with any requirements
• Assist marketing department with marketing requirements
• Assist at times with various client work, as instructed by directors 
• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Track daily expenses and prepare weekly, monthly or quarterly reports
• Oversee the performance of other clerical staff
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication – memos, emails, presentations, reports
• Minute taking
• Organize and maintain the office filing system
• The management of the Investment Management team’s CPD points
• Assisting with the management of the office head’s administration – expense claims, certificates and information ordering gifts for clients, delivery of documents
• Ensuring the office head is kept up to date with any information relating to clients, which can have an impact on the client relationship
• Assisting with QR commentaries and reviews
• Preparation of Review packs
• Ensure meeting are well prepared and catered for
• To pro-actively anticipate anything that could be required for example when unforeseen things come up
• Assist in reception when needed
• Assisting with client functions (sending invitations on behalf of Partner, arranging catering and setting up of boardrooms etc.)
• Maintain catering supplier list for meetings and events

TRAVEL ARRANGEMENT DUTIES:

• Liaising with a third party provider to facilitate the scheduling of flights and accommodation for staff members within Stonehage Fleming.

QUALIFICATIONS AND EXPERIENCE

• Work experience as an Executive Assistant, Personal Assistant or similar role
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Understanding of the finance industry
• Previous experience in the Professional Services environment in a similar role advantageous. Secretarial diploma or occupational certificate advantageous

COMPETENCIES AND BEHAVIOURS

• Excellent at building, maintaining and managing strong relationships across the business
• Confident engaging with stakeholders at all levels
• Able to make decisions, take ownership and accept accountability
• Working in a fast-paced environment, with the ability to make changes in the moment to deliver
• Resourcefulness and an ability to solve problems
• Excellent organising and planning skills
• Action orientated – can identify and work to clear priorities, manage time and resources effectively
• Pro-active and have a great attention to detail
• Strong organisational skills, with an ability to manage your own workflow and that of a team
• Working in collaboration and inspiring a team to deliver exceptional customer experience
• Demonstrates drive and enthusiasm for personal development

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