Investor Relations Team Assistant - Maternity cover

Summary
Provide a broad range of administrative support (9-10 people) in London (1 in Paris) including, but not limited to:
Manage complex calendars, submitting expenses and departmental invoices, travel arrangements for the Head of CPSG Europe and CPSG team members, coordinate internal and external meetings with investors, and senior executives. Plan and coordinate investor meetings, conferences, and fund-raising events.
Working with the broader administrative team in London and across the other Global offices (New York, Barcelona, Tokyo, San Francisco) to ensure a seamless, consistent and first-rate administrative service for colleagues and their visitors in London.
Working hours: 9.00am to 6.00pm or 8.30am to 5.30pm ( flexible)
Responsibilities and duties
Diary management:

• Manage multiple calendars in Outlook and schedule internal and external meetings, ensuring appropriate communication details are provided (in person, Zoom, Teams, conference call etc)
• Book meeting rooms, prepare meeting packs (if required), order food (if required)
• Ensure particular care and detail when organising international remote, or in-person meetings with senior investment professionals & investors.
• Ensure that meetings are synced to the CRM database

Business travel:

• Coordinate investor roadshows from start to end (Aligning multiple flight schedules for back-to-back fund-raising meetings. Sometimes multiple European Cities over the course of a few days, arranging ground transportation throughout the roadshow including hotels).

• Organise domestic and international travel for the team, in accordance with the Company’s Travel, Entertainment and Expenses policy and procedures.
• Prepare detailed and accurate itineraries of travel; ensure proactive coordination and tracking of such schedules, which may be subject to change and adjustment

Expenses management:

• Prepare and submit the team’s individual expenses (whether personal cash or AmEx) in accordance with the Company’s Travel, Entertainment and Expenses policy and procedures
• Ensure the relevant expenses support documents (e.g. receipts/ invoices) are diligently collected, organised and submitted with expense reports
• Ensure that all expense reports for the team are submitted in Concur for review and approval in a timely fashion, no later than 60 days after the transaction date.

Events:

• Assisting heavily with the annual London AGM (Assist with logistics, venue management, travel arrangements, and event materials)
• Plan and coordinate European conferences for the team and other senior investment professionals (Arranging all flight and chauffeur car bookings, contracts & bookings with the hotels and the conference organizers)
• Plan and organize fund raising events, such as private breakfasts, lunches and dinners (Coordinate venue sourcing, budgets, bookings, contracts, catering, manage registration platforms and attendee tracking).

Other duties:

• Updating investor / client information in the CRM database (Salesforce)

• Ensure that any entertainment planned by the team meets the eligible criteria with compliance, seeking pre-approval as and when required in accordance with company policy
• Ensure that external guests and colleagues visiting the London office are provided with administrative support, as required
• Prepare trip agendas, presentations, briefing materials, and meeting packs – includes binding material as required.
• Provide seamless and administrative coverage for the overall team by guaranteeing that the appropriate and equitably distributed work coverage is in place with the other administrative assistants in London. This includes coordinating an advanced coverage plan for time out of the office, such as annual leave, lunch breaks, home-working etc
• Answer incoming calls for the team and take detailed messages as required
• Prepare IT and facilities for new hires into and employee terminations from the team
• Additional projects and responsibilities as assigned

Behavioural competencies

• Excellent and proactive communication skills with a variety of stakeholders. Responding promptly with courtesy, clarity and accuracy to inquiries
• The ability to maintain the utmost level of discretion and confidentiality
• Strong interpersonal skills and teamwork. Promote co-operation with colleagues and between departments
• Excellent, consistent service delivery. Understanding, meeting and prioritising the business needs of the team
• Agility, flexibility, and problem-solving skills
• Punctuality, organisation and the ability to prioritise work duties, without compromising the level of service
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.