Executive Administrative Assistant

Location:Glasgow City
Job Type:Full Time
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Executive Administrative Assistant

A permanent Executive Assistant opportunity has arisen within the Corporate & Investment Bank in Glasgow. Supporting 3 senior Technology leads and a vast team, this role will suit an Executive Assistant who is able to professionally manage a multitude of responsibilities in a fast-paced environment. The right candidate will display a high level of confidentiality around tasks, whilst having the ability to anticipate needs and demonstrate flexibility in approach and hours.

If you're interested in working in an environment where you can aspire to be the best, execute superbly and be part of a great team and winning culture, then this is the role for you.

Supporting Managing Directors, Executive Directors and various technology teams, this role is responsible for:

  • Proactive diary/inbox management - End to end management of meetings and conference calls, internally and externally (inc room bookings/ dial in and seeme /beverages and sandwich lunches)
  • Complex Travel arrangements: domestic and international flights, hotels, ground transportation, visas following the corporate policy
  • Expense management through Concur, and processing of invoices
  • Coordinating junior BCM responsibilities to manage tech requests / offboarding and team seating plans/Serraview
  • Maintain effective and professional relationships with Senior Management, staff across the site, clients and visitors
  • Gathering, editing and disseminating information in a variety of mediums e.g. email, posters, digital screens
  • Arranging offsites, client visits and team events. Room bookings, catering and video conferencing facilities as required
  • Preparation of sensitive and confidential information and management of document printing and binding Management of Distribution lists and Symphony chat rooms
  • Management of team GAT system
  • Telephone support for Seniors and wider coverage
  • General office administration including archiving, filing and stationary orders / raising facilities requests

Key Skills/Experience Required:
  • Proven Technology skills, with proficiency in Microsoft Office products in particular Outlook, Excel and Powerpoint
  • A self-starter who can demonstrate ownership and proactivity in the role
  • Strong attention to detail, verbal and written communication skills
  • Good judgement and excellent organisation skills. Ability to prioritise workload and think logically
  • Keep up to date on changes to company policies and systems
  • Team player with a can do attitude who can build networks and partner effectively with peers
  • Responds well to new challenges, keen to learn and undertake stretch opportunities
  • Ability to multi-task effectively across two teams in a busy environment
  • Can work independently with the utmost discretion and professionalism at all times
  • Be committed in approach and open to business changes. Willingness to work on wider initiatives outside of core role to drive forward change and improvements
  • Become an integral part of the business and understand group priorities
  • Manage tasks in a calm, timely manner
  • Professional telephone manner
Computer Software Packages/Skills:
  • MS Outlook – Advanced
    MS Word – Intermediate to Advanced
  • MS PowerPoint - Intermediate
  • MS Excel – Intermediate