Team Assistant

Principal responsibilities

  • Providing secretarial support to the team including two Executive Directors
  • Diary management – arranging lunches, researching and booking venues, team events, client meetings often involving direct client liaison
  • Client work, including conversion of financial results statements to send to the London Stock Exchange (“LSE”), preparation for results, including co-ordinating printing of documents, setting up timetables, preparing sign-in sheets and badges, booking rooms and refreshments and organising cars
  • Preparing and sending out letters / emails and direct liaison with analysts and the media
  • Sending press releases to the LSE (this can often involve working outside of standard contracted hours)
  • Formatting confidential MS Word documents (including tables) to set specifications & uploading to LSE regulated news service (“RNS”)
  • Interacting with clients, analysts and media on the telephone and face to face
  • Setting up press cutting services monitoring the press, newswires and online publications
  • Assistance with creating and formatting client and internal documents, including new business presentations (Strong PowerPoint and Word skills are essential)
  • Electronic distribution of press releases and other time-critical client announcements
  • Database management (eg updating press and analyst distribution lists for client databases)
  • Information retrieval from newswires (eg Reuters, Bloomberg and Dow Jones) and press search systems (eg Factiva)
  • Producing press lists, journalist searches (looking for journalists from a particular sector etc) and retrieving biographies using Gorkana database
  • Assistance with client events (eg results presentations), including electronic distribution of invitations and reply forms, monitoring replies, meeting & greeting and signing in guests
  • Organising transport and booking accommodation for clients and team members
  • Researching companies for pre-meeting briefings
  • Helping with new business pitches which may from time to time mean working to tight deadlines and may involve working outside of standard contracted hours
  • General office duties: eg filing, printing, post, arranging couriers, monitoring stationery, mail merge distribution of documents to external contacts. Booking of taxis restaurants and other venues
  • Basic travel arrangements (trains, flights) with some more complex trips
  • Monitoring and fielding calls where necessary
  • Assisting with team expenses as required
  • Providing holiday / sickness cover for other Team Assistants when required

Essential skills:
Advanced MS Suite particularly Word and PowerPoint
Good grammar and high-level attention to detail
Ability to prioritise and work well within a team
Excellent telephone manner
A can do attitude

Helpful but not essential - as training can be provided:
Experience using tools of the trade:
RNS conversion and upload
Gorkana / Factiva or similar database
Bloomberg – retrieval of information

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