Administrative Assistant II

Date: Oct 13, 2021

Location: London, GB

Company: Capital Group

"I can be myself at work."

You define yourself by more than just a job title, and we want you to feel comfortable bringing your true self to work. We value your talents, your traditions and your take on the world everything that makes you unique. We're working hard to advance diversity, equity and inclusion in our organization and our communities because we know that what makes us different makes us better.

We want you to feel a strong sense of belonging. We value and welcome your experiences, ideas and identity. Over 40 employee resource groups unite our people and help to develop our collective empathy through unfiltered conversations about race, ethnicity, gender, gender identity, sexual orientation, faith, disabilities, mental health and so much more.

"I can influence my income."

You want to feel recognized at work. Your performance will be reviewed annually, and your compensation will be designed to motivate and reward the value that you provide. You'll receive a competitive salary, bonuses and benefits. Your company-funded retirement contribution will be the equivalent of 15% of your annual pay (including bonuses).

"I can lead a full life."

You bring unique goals and interests to your job and your life. Whether you're raising a family, you're passionate about where you volunteer, or you want to explore different career paths, we'll give you the resources that can set you up for success.

 

Enjoy generous time-away and health benefits from day one, with the opportunity for flexible work options

Receive 2-for-1 matching gifts for your charitable contributions and the opportunity to secure annual grants for the organizations you love

Access on-demand professional development resources that allow you to hone existing skills and learn new ones

 

COVID-19 HIRING Our recruiting and onboarding activities are virtual during the pandemic and we've transitioned to a work-from-home environment until further notice. We are offering generous work-from-home benefits to improve our associate's ability to work remotely.
 

Summary: 
As part of the Europe & Asia Client Group (EACG), the Assistant will provide high level administrative support to three senior managers.This position involves frequent contact with a variety of stakeholders at all levels within the organization and external stakeholders.The successful candidate must be able to exercise good judgement, maintain confidentiality and effectively manage multiple tasks with shifting priorities in a fast-paced environment. Previous administrative experience in a similar corporate environment involving high volume diary management and email traffic that requires strong prioritisation skills is required. The hours for this position are 09:30 am to 5:30 pm Monday – Friday with some flexibility required depending on business needs.

 

Key Skills:
•    Highly IT literate and able to learn new systems with ease
•    Effective written and oral communication skills to enable professional interaction with a wide range of internal and external contacts
•    Excellent attention to detail, with the ability to maintain a high level of accuracy.
•    Demonstrates sound judgement in resolving matters of high complexity
•    Able to prioritize assigned work and complete in a timely manner
•    Demonstrates ability to proactively anticipate needs of managers and get things done without direction using formal channels and informal network
•    Demonstrates initiative by identifying issues and recommending solutions
•    Confident bringing forward new ideas and enhancing quality efficiency by proposing improvements
•    Demonstrates in-depth knowledge of department’s function and applies it to work assignments

 

Personal Attributes
•    Ability to influence others including more senior associates
•    Ability to deal with sensitive information with discretion and to maintain confidentiality
•    Flexible and adaptable to change
•    Team player, cooperative and easy to work with
•    Calm and professional manner
•    Strong work ethic


Key responsibilities:
•    Extensive calendar management across all time zones, planning, negotiating, scheduling and rescheduling meetings to accommodate manager and others. Uses discretion and judgment to determine priorities 
•    Keeps managers informed of upcoming appointments and deadlines
•    Coordinates meetings with internal and external contacts ensuring all the required logistics are in place
•    Meets, greets and escorts visitors, meeting attendees and candidates
•    Drafts, collects and distributes supporting documentation
•    May compile minutes and distribute follow up materials as required
•    Manages complex travel arrangements taking into consideration managers’ preferences, cost and timing implications. Ensures that managers have necessary paperwork for travel
•    Completes business expense claims promptly and accurately and follows up on reimbursements if necessary
•    Drafts correspondence, reports and presentations with minimal guidance using appropriate styles and formats
•    Prepares presentation materials for Board and/or Management Committee meetings and executive forums 
•    Works with associates in other departments to gather data and information. Ensures data collected is correct, purposeful and adds value
•    Manages incoming and outgoing correspondence (post, e-mail, etc.); handles routine issues directly and prioritizes remainder
•    Creates and maintains lists, files and databases to enhance efficiency and productivity
•    Organizes and maintains information that may be sensitive, confidential or technical in nature
•    Audits records for discrepancies and reconciles issues as appropriate
•    Provides back-up for other administrative assistants demonstrating an understanding of other managers’ needs, preferences and schedules in order to provide support when primary assistant is out of the office
•    Identifies opportunities to improve work processes/flow in order to leverage own and department’s workload
•    Keeps abreast of internal administrative policies, practices and guidelines
•    May work on special projects or broader initiatives

      Acts as the first point of contact for inquiries
•    Responds to internal and external queries concerning guidelines, procedures or operations
•    Assesses level of urgency and determines business nature of inquiries. 
•    Determines when and how to interrupt managers for urgent or time sensitive requests
•    Uses knowledge of the function and managers role to independently resolve issues for managers, escalating and redirecting more technical inquiries as appropriate
•    Proactively develops relationships with key internal and external contacts 
      Performs additional responsibilities as assigned


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