Executive Assistant

The opportunity

You will work in a client facing role and will be the assistant for up to 5 Goldman Sachs HR Reward functional heads

Responsibilities

• Extensive and complex diary management for up to 5 functional heads, including liaising with internal assistants, external bodies (e.g. vendors, regulators etc.), proactively managing diary conflicts and ensuring meeting logistics are managed, e.g. booking meeting rooms, organizing refreshments etc.
• Organizing conference/training/meeting preparation: confirming and organizing multimedia needs (e.g. video conferences, microphones, uploading presentations etc.)
• Managing phone lines for the functional heads and the wider team when needed is a priority – providing accurate and prompt messages
• Working with the other assistants to ensure broader phone coverage during lunch breaks and other absences
• Be the first point of contact for the functional heads and broader teams if they are out of the office, filtering queries and ensuring they are given to the correct team/person to deal with
• Managing logistics for functional team meetings, including setting up the meetings and managing meeting agendas and minutes/actions
• Ensuring proactive management of visitors including arranging visitor registration and passes for external visitors and ensuring visitors are looked after while in the building
• Manage all global and local travel arrangements for the functional heads, including bookings, travel itineraries and work itineraries for the duration of travel.
• Co-ordinate couriers and outgoing mail, sort and distribute incoming mail
• Manage all expenses for the functional heads ensuring accurate and prompt expenses management in accordance with firm policy
• Support finance processes as required, e.g. coding invoices in the finance system as required
• Providing broader support to the functional heads in creating, formatting and amending presentations and other documents as required
• Setting up new employees on firm systems by creating NEPs, ensuring desk requirements and equipment and making sure phone systems are set up etc.
• Raising and proactively managing IT tickets for technology issues
• Organising team social events
• Contingent worker transactions for the Reward teams
• Broader support for the functional teams as requested along with any ad-hoc administrative assistance required
• Work proactively with the broader team of Assistants

The person

To succeed as a Executive Assistant, you will need to be:

• Well-presented and professional in appearance
• Be able to work proactively in a fast-paced and demanding environment and have the ability to prioritise a busy workload
• Confident in phone manner withexcellent written and oral communication skills
• Excellent with your interpersonal skills, enthusiastic and with a can-do attitude

Salary – £40,000 to £45,000 per annum, dependent on experience.

Closing date – 6th January