Executive Assistant

London, England, United Kingdom
15 Sep 2018
19 Sep 2018
Contract type
Full time
Following a highly profitable period of growth, investment and transformation State Street are looking to expand their Business Administration function within EMEA Technology that provides the Global IT organisation and its relevant internal client base with holistic administrative and process support services.
They r equire an E xecutive Assistant to support Global Technology Services executives based in London as well as providing assistance to the Business Administration Manager. This role will engage primarily with multiple SVPs in IT, their team, and their support staff across EMEA.

Role specifics
  • Diary management, including proactive prioritization of competing demands on time. This includes arranging conference rooms, refreshments, and tele/videoconference resources.
  • Coordination with additional support staff in Boston for extensive coordination requirements for managers making frequent trips to Boston.
  • Arrangement of travel plans in accordance with internal and external meetings and travel policy.
  • Preparation and filing of expenses, Star Compliance, and internal IT tracking systems (e.g. ATRACK)
  • Inbox prioritization when managers are unable to do so him or herself (typically due to off-site conference commitments).
  • Interaction with other internal support teams such as IT helpdesk and ITVM.
  • Provide assistance to other GTS executives when visiting London.
  • Assistance with data gathering and organization as part of strategic projects.
  • Document formatting and revision collation/management, particularly Word and Powerpoint.
  • Maintenance of key records for the team as a whole such as holiday and sickness calendars.
  • Manages recruiting pipelines including ensuring CV reviews are performed speedily, and all necessary interviews are arranged. This may include arranging travel for candidates as necessary.
  • Minor personal tasks as required to keep executives on schedule throughout the day and to assist with travel.

Personal Characteristics
  • Ability to self-prioritize and manage workload as supported executives travel frequently and have extensive meeting schedules.
  • Excellent organizational skills and attention to detail.
  • Comfortable working as part of a multinational, distributed, diverse team and willing to do what's necessary to help the team succeed as a whole.
  • Able to multi-task, particularly during peak periods when numerous GTS executives are in London for meetings.
  • Experience of managing Stakeholder at all Management levels.

Individual Contributor
  • Display a culture of individual ownership of tasks to embed a clear individual sense of accountability in performing the role
  • Ensure that the highest level of the Code of Conduct is displayed in your behaviour
  • Provide appropriate management information as required to support business unit decision making
  • Support the 'Risk Excellence' culture within the business
  • Adhere to limits of delegation and escalation procedures required by your manager so that you comply with internal policies and external regulations

Skills & Experience Required;
  • Prior experience in a PA or EA role within a professional environment
  • Microsoft Office experience, with particular emphasis on Outlook & PowerPoint
  • Microsoft PowerPoint presentation skills
  • Strong written and verbal communication skills

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