Executive Assistant Jobs

Main Duties Include:

• Answer phone calls for team members and take messages.
• Act on behalf of the Senior CRM by screening, directing, and handling inbox emails. Work with relevant teams to address diary priorities.
• Provide detailed diary and inbox management, including scheduling calls and meetings.
• Keep calendars for team members up to date and arrange meetings with staff and clients.
• Serve as the main contact for offshore colleagues and help with their needs.
• Support the marketing department with their requirements.
• Help with various client tasks as directed by directors.
• Be the key point of contact between executives, employees, clients, and external partners.
• Manage information flow accurately and on time.
• Track daily expenses and prepare weekly, monthly, or quarterly reports.
• Supervise other clerical staff.
• Act as office manager by monitoring office supplies.
• Format information for internal and external use, such as memos, emails, presentations, and reports.
• Take minutes during meetings.
• Organize and maintain the office filing system.
• Manage the Investment Management team’s CPD points.
• Handle the office head’s administration, including expense claims, certificates, ordering gifts for clients, and delivering documents.
• Keep the office head informed about client information that could affect relationships.
• Assist with QR commentaries and reviews.
• Prepare review packs.
• Ensure meetings are well-prepared and catered.
• Anticipate needs proactively, especially for unexpected situations.
• Help at reception when required.
• Support client functions, such as sending invitations, arranging catering, and setting up boardrooms.
• Maintain a list of catering suppliers for meetings and events.

Travel Arrangement Duties:

• Work with a third-party provider to schedule flights and accommodation for Stonehage Fleming staff.

Qualifications and Experience:

• Experience as an Executive Assistant, Personal Assistant, or similar role.
• Strong knowledge of MS Office.
• Excellent organizational and time management skills.
• Familiarity with office tools and applications, like e-calendars and copy machines.
• Strong verbal and written communication skills.
• Discretion and ability to maintain confidentiality.
• Understanding of the finance industry.
• Previous experience in professional services is a plus. A secretarial diploma or occupational certificate is advantageous.

Competencies and Behaviours:

• Skilled at building and maintaining strong relationships across the business.
• Confident in engaging with stakeholders at all levels.
• Able to make decisions, take ownership, and accept accountability.
• Thrives in a fast-paced environment and can adapt quickly to deliver results.
• Resourceful and good at solving problems.
• Excellent at organizing and planning.
• Action-oriented, with the ability to prioritize, manage time, and use resources effectively.
• Proactive with great attention to detail.
• Strong organizational skills to manage personal and team workflows.
• Works well in teams to deliver exceptional customer experiences.
• Shows drive and enthusiasm for personal development.