Executive Assistant - Private Equity - 6 month FTC

About Intertrust

Our 4,000 employees are dedicated to providing world-leading, specialized administration services to clients in over 30 jurisdictions. This is amplified by the support we offer across our approved partner network which covers a further 100 jurisdictions. Our focus on bespoke corporate, fund, capital market and private wealth services enables our clients to invest, grow and thrive anywhere in the world. Sitting at the heart of international business, our local, expert knowledge and innovative, proprietary technology combine to deliver a compelling proposition - all of which keeps our clients one step ahead.

By being the best at what we do, we empower businesses of all sizes, wherever they are in the world, to navigate the complexity of ever-changing rules and regulations. We support them to grow and accelerate the possible. We partner with them to transform and unleash the potential of their operating model by driving the efficiency, technology and insight needed to achieve a competitive edge. We deliver the power they need to succeed. That's why we focus on attracting, developing and retaining the best talent in our industry and our talent strategy is centred on strong teams, platforms for growth and our values-driven culture.

Be empowered. Be Intertrust.

Your Position

As an Executive Assistant you will provide full confidential administrative and executive support to the Head of Private Equity and Real Estate Directors and a degree of administrative support to the wider teams. You will act as first point of contact for the Directors. You are a key contact in both teams where your role will include diary management, arranging and co-ordinate meetings, travel and events. You will also process invoices and credit card transactions.

Technical Attributes

• Maintain calendars, schedule, plan and organise logistics for meetings/events/conference calls Prepare/review/summarise/proof-read/distribute presentations, reports, documents and correspondence
• Ensure that all work is conducted in accordance with Group internal procedures.
• Undertake audio and copy typing
• Review operating practices and implement improvements where necessary

Client Care

• Manage business development activities for Directors such as organising trips which will include travel, contacting clients, creating itineraries, researching for confirmed meetings and booking client events as well as updating client relationship management system with contacts and details of meetings and pipeline and risk register maintenance
• Produce high level and prospects client proposals and mailers
• Ensure the shared electronic filing system is accurately kept up to date
• Act as the focal point between internal and external stakeholders and act as buffer, screening and prioritising requests and determining appropriate courses of action

People & Team

• Co-ordinate and partake in project-based work
• Help Direct manage and build stakeholder relationships
• Maintenance Business Development contact list
• Communicate effectively with Group Director and management to ensure all deadlines are achieved for the Intertrust Funds Services service line
• Take responsibility for on-going monthly team administration requirements such as (but not limited to) holiday and sickness absence recording and updating structure charts
• Any other reasonable tasks associated with the role, including working closely with and assisting other team members
• Support Director set up of team meetings ( management / all team) include attendance of guest speakers and action log maintenance
• Support Intertrust reception team and operations with any ad hoc duties

Financials

• Assist with the completion of timesheets on a daily basis
• Comply and process expenses for Directors and management team
• Monitoring business development reporting and budget management
• Prepare/review financial reporting and correspondence
• Support Directors reporting EFAJ/EFAG Boards and Executive Team
• Support the Funds team with the management of time recording

Skills & Expertise

• A positive, open, collaborative, “can do” attitude. Self motivated and highly professional, with ability to take on responsibility and proactively find solutions to suit all parties
• Ability anticipate needs, managing workload independently with little supervision and achieving goals and meeting timelines
• An understanding of and enthusiasm for supporting professional business development activities
• Experience in a similar role with exposure to high level/senior/executive projects
• An awareness of working across different time zones
• To maintain the highest standards of confidentiality and security in terms of client affairs and papers
• Monitoring your own performance against personal and development targets
• Strong academic background
• Good knowledge of Microsoft office product suite, internet and email systems
• Excellent organisational and planning skills
• Exceptional interpersonal, communication and networking skills
• Information gathering and monitoring skills
• Sound judgment and decision-making ability
• Outstanding attention to detail and accuracy
• Excellent client relationship building skills
• Ability to work under pressure and to tight deadlines

What we offer

• Continued learning and development to support you in achieving your career ambitions
• A chance to work in a diverse team of experts with entrepreneurial spirits
• A competitive package of salary