Assistant

Athene; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading investment management firm in London is seeking an experienced Administrative Assistant to provide comprehensive support to a team of professionals. The ideal candidate will have a Bachelor’s degree or equivalent experience, with excellent organizational skills and the ability to manage a variety of tasks in a fast-paced environment. Responsibilities include managing calls, scheduling meetings, and preparing documents, along with maintaining filing systems and handling travel logistics.

Qualifications

• Bachelor’s Degree or five+ years of administrative experience or equivalent.
• Ability to thrive in a fast-paced environment, prioritize demands, and meet deadlines.
• Strong written and verbal communication skills with attention to detail.

Responsibilities

• Screen incoming calls and greet guests professionally.
• Arrange complex travel plans and organize meetings.
• Prepare and edit materials for the team.

Skills

Interpersonal skills

Proactive attitude

Attention to detail

Communication skills

Time management

Education

Bachelor’s Degree or equivalent experience

Tools

Microsoft Outlook

Excel

Word

PowerPoint

PeopleSoft

Concur expense management system

Job description

The Assistant provides administrative support to a team of Investment Professionals at different levels. Responsibilities include, but are not limited to, general administrative work. The position may also require providing additional support to other team members as needed.

Primary Responsibilities

1. Screen a large volume of incoming calls and greet guests professionally and courteously.
2. Arrange complex travel plans, compose detailed itineraries, and coordinate necessary travel documents and visas.
3. Schedule and organize meetings, conferences, and off-site events, including all logistics.
4. Prepare and edit relevant materials for the team, such as Word documents and Excel spreadsheets.
5. Establish, develop, maintain, and update filing systems.
6. Allocate and process expenses for professionals, including American Express and Out-of-Pocket expenses, using the Concur expense management system.
7. Coordinate recruitment logistics for new employees.
8. Compose strategic communications, including letters, memos, invitations, agendas, and correspondence related to projects and executives. Edit for accuracy, clarity, spelling, grammar, and formatting.
9. Manage work priorities independently and respond to business needs outside of normal hours as required.
10. Perform other administrative tasks as assigned.
11. Use FedEx and other services to send and track priority mail.
12. Coordinate with team members to provide phone coverage and backup assistance.
13. Allocate and code invoices using the PeopleSoft system as needed.

Qualifications & Experience

• Bachelor’s Degree or five+ years of administrative experience or equivalent.
• Ability to thrive in a fast-paced environment, prioritize demands, and meet deadlines.
• Proactive attitude with strong initiative and ownership of responsibilities.
• Excellent interpersonal skills for handling sensitive situations with tact and diplomacy.
• Strong written and verbal communication skills with attention to detail.
• Team-oriented and collaborative mindset.
• Extensive knowledge of Microsoft Outlook, proficient in Excel, Word, and PowerPoint.
• Knowledge of standard office procedures and equipment.

About Apollo

Apollo is a global alternative asset manager focused on delivering excess returns across various investment strategies. We are committed to a culture of excellence, collaboration, and long-term development of our people. We provide equal employment opportunities and consider candidates based on relevant experience and skills.