Desk Assistant/ Office Management – Finance

Job details

Job title:

Desk Assistant/ Office Management – Finance

Location:
Central London
Salary:
£40-50,000
Industry:
Team Assistant, Office Manager
Job type:
Permanent
Job reference:
VB13716

To apply for this job please email your CV to info@bainandgray.com quoting the job reference.  If you haven’t heard from us within 48 hours of submitting your CV then unfortunately your application hasn’t been successful this time.

Job Description

Capital Management company based in Central London, currently with 15 people and growing, is looking for a Desk Assistant with strong administrative and research skills to come on board to join the team.  We are looking for someone who has worked as a desk/research assistant, who is willing to perform some change management, problem solve as well as order the coffee!  A jack of all trades!

We are not looking for a traditional EA, although we are looking for someone who is organised and has experience with calendar management etc.  Above all we are looking for a team player – someone who can think outside of the box and change what they are doing at the drop of a hat. 

The ideal candidate will have solid experience working in an administrative/ research/ compliance function in the financial services sector.   

Candidates will be required to show strong attention to detail and self-motivation, along with a ‘can do’ attitude and willingness to assist in a multitude of projects across the firm.  This is a fast-paced environment and you will therefore be a high-performance achiever with the ability to manage a variety of tasks in a calm manner.

Skills/Qualifications:

  • Undergraduate degree with a record of strong academic performance
  • Excellent Microsoft Office suite capabilities (Outlook, Word, Excel, PowerPoint etc.). Knowledge of Bloomberg, Capital IQ etc. an advantage
  • Ability to think on his/her feet in a driven and often intense environment
  • Strong self-motivation and discipline to complete projects without much oversight
  • Forward thinker, good instinct for change management
  • Problem solver
  • Change Management Skills
  • Willingness to ‘wear many hats’ and with an attitude that no job is too big or too small. The ideal candidate brings a sense of excellence and purpose to each assignment
  • Willingness to work outside of office hours as and when necessary
  • Treating all information as confidential

Duties:

Desk Assistant duties

  • Research admin
    • on Bloomberg, Capital IQ, company website, linked-in, sell-side research hubs etc.
    • printing research documents, dealing with research requests from analysts
    • liaising with brokers and 3rd party providers to ensure access for research has been set up accordingly
    • Reviewing emails, news feeds, correspondence from brokers and determining whether potential company meetings are relevant to the team and arranging with companies or brokers.
    • Calling/emailing investor relations to set up call for the analysts.
    • Eyes and ears for the analysts so company meetings, analyst visits/calls are not missed and are flagged.
  • Change Management
    • Working along side the analysts to create a role that works for them, dealing with their requirements/requests and looking at the best way to implement said changes
  • Assist with range of administrative requests for front-office team (5-7 individuals)
    • Extensive diary management - creating calendar invites, liaising with other administrative professionals to arrange meetings, conference calls, Zoom meetings
  • Printing presentations for in-office meetings, arranging couriers for presentations to be sent overseas/documents to be sent to home addresses.
  • Arrange attendance to Broker Conferences, requesting meetings and working on diary schedules
  • Extensive email correspondence
  • Processing expense claims forms for the analysts
  • Assist with ad hoc projects as requested Office Management duties
  • Manage day-to-day IT requests
  • Manage diary requests across the firm
  • Lend support to the CCO with dealing with partner requests.
  • Maintain general organization and tidiness of office (i.e. organizing deliveries, keeping the office neat) and manage relationship with building manager/cleaners etc
  • Place office orders/call vendors as needed ordering groceries, stationery, printing presentations ready for meetings
  • Update CRM system when required.
  • Assist in invoice management and look at ways to enhance the process.
  • Assist in office projects and take the lead to ensure change management is implemented affectively across the firm.

Office Management duties

  • Manage day-to-day IT requests
  • Manage diary requests across the firm
  • Lend support to the CCO with dealing with partner requests.
  • Maintain general organization and tidiness of office (i.e. organizing deliveries, keeping the office neat) and manage relationship with building manager/cleaners etc
  • Place office orders/call vendors as needed ordering groceries, stationery, printing presentations ready for meetings
  • Update CRM system when required.
  • Assist in invoice management and look at ways to enhance the process.
  • Assist in office projects and take the lead to ensure change management is implemented affectively across the firm.

A fantastic opportunity to be a part of a growing company at an exciting time.  A great role for someone looking for more than a typical EA support role and really wants to get involved and be part of the business.

Please note, due to the high volume of applications, we are only able to respond to successful applicants.