Personal Assistant - Risk Services

The ideal candidate will be responsible for a range of activities which will assist this organization's leadership. In this position, you should feel comfortable coordinating calendar appointments, managing communications, and planning events, as necessary.BRIEF DESCRIPTION/PURPOSEProvide full administrative and office support at an executive level to the Risk and Regulation Partners team to ensure the smooth management of client interaction, team, finance administration, diaries and travel logistics, to support and enable the most effective use of their time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate and representing the Partners when required.DESCRIPTIONPartner/Associate Director SupportActing as a first point of office contact.Proactive diary management – appropriately managing competing demands for time between internal and external meetings, managing logistics and assisting partners to manage their time and deadlines.Efficient and appropriate engagement with clients, colleagues and stakeholders on behalf of the team and partner to deliver enhanced actions.Strong communication skills ensuring impactful interactions to deliver targeted outcomes.Managing e-mails and responding on behalf of the Partners, where applicable, and keeping them updated.Handling highly confidential and sensitive documentation / information.Arranging both local and international travel arrangements, including airport shuttle, detailed directions to meeting venues.Coordinating and arranging internal staff functions, client events, conferences and seminars.Writing action points in meetings and writing minutesCompletion of timesheets, expenses and general support with financial matters.Liaison with both internal and external clients in a professional manner.Assisting Partners with ad hoc tasks.Dealing with various internal and external queries.Setting up templates and document standards for use within the division.Team supportAssisting with the payment and renewal of professional memberships/software licenses.Ensuring all new joiners to the team have the necessary software, access, etc to ensure they can commence their duties.General secretarial and office administration functions to ensure smooth running of office.Sourcing and ordering stationery and office equipment.Engagement supportGeneral project and proposal administration - printing, formatting, binding, etc.Support finance processes to help improve financial discipline, including opening of project codes, preparation of client invoices, WIP, debtors, etc.Assisting with inter-office payment processes, locally and internationally.Assist with payment of creditors/contractors and ensure payment has been affected.Arranges payment of office expenses through payment requisitions.MINIMUM QUALIFICATIONSSecretarial Diploma / Certificate.EXPERIENCE5 - 8 years’ experienceHigh levels of proficiency in MS OfficeSKILLS & ATTRIBUTESDiscretion and trustworthiness: you will often be party to confidential informationEfficient, self-motivated, organised and proactiveFlexibility and adaptabilityGood oral and written communication skillsOrganisational skills and the ability to multitaskThe ability to be proactive and take the initiativeStrong communication skillsA knowledge of standard software packages and the ability to learn company- specific software packagesVirtual competency and efficiencyComplex problem solvingCritical thinkingCreativityPeople managementCoordinating with othersEmotional intelligence and empathy for team requirementsJudgment and decision makingService orientationNegotiationCognitive flexibilityTact and diplomacy