Team Assistant - Distribution

TN United Kingdom; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

Join a dynamic and inclusive team at a leading investment firm where you will provide essential administrative support to senior leaders. This role involves managing diaries, booking travel, and preparing meeting materials, ensuring that operations run smoothly. You will work in a collaborative environment, contributing to team events and supporting a diverse group of professionals. With a focus on career growth and work-life balance, this position offers an exciting opportunity to develop your skills while making a significant impact within the organization.

Qualifications

• Strong administration and organizational skills are essential.
• Intermediate to advanced proficiency in Microsoft Office is required.

Responsibilities

• Manage diaries and travel arrangements for senior managers.
• Prepare meeting materials and presentations as required.
• Handle office administration tasks and support team events.

Skills

Administration and Organizational Skills

Microsoft Office Suite (Word, Excel, PowerPoint)

Communication Skills

Time Management

Discretion with Confidential Information

Flexibility

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

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You will provide comprehensive secretarial and administrative support to 2 leaders within the Distribution Services Group, as well as supporting some of the European Country Heads, alongside assisting/covering other Team Assistants as required.

Job Responsibilities:

1. Diary management of covered senior managers - ensuring their days are suitably structured to support focus on priority meetings and tasks
2. Travel booking; arranging flights and accommodation in line with Columbia Threadneedle travel policies, ensuring approvals are gained where necessary and arranging itineraries, documentation, visas etc
3. Preparing meeting material, agendas and putting together presentations using PowerPoint as required
4. Office admin duties which include arranging special deliveries & couriers, office supplies and general day to day tasks
5. Liaising with your team and Accounts Payable to prepare/submit expense claims and process external invoices
6. Managing the process for starters and leavers from start to finish. Setting up accounts, systems access, desk set up and new joiner schedules. Ensuring approvals are provided and dealing with any IT related requests
7. Preparation of ad-hoc documents in Word, Excel & PowerPoint. Including the distribution of weekly, bi-weekly updates
8. Working with the marketing team on client events across the region, as well as organising ad-hoc department/team events
9. Booking rooms, lunches and arranging video calls where applicable
10. Provide additional support where required, including cover of other PAs. Picking up any administrative elements of the distribution persons you support
11. Ad-hoc duties such as filing, photocopying, and printing

Key Capabilities:

• Strong administration and organisational skills
• Intermediate to advanced in Office, Word, PowerPoint, and Excel
• Able to handle confidential and sensitive business and personal information with discretion.
• Flexibility - priorities get changed/added/cancelled at short notice
• Excellent and effective communication, both written and verbal, at all levels
• Able to work to tight deadlines and under pressure
• Acts on own initiative
• Superb time-management skills to allow for competing priorities
• Ability to work on your own as well as part of a team

About Columbia Threadneedle Investments

Working at Columbia Threadneedle Investments you'll find growth and career opportunities across all of our businesses.

We're intentionally built to help you succeed. Our reach is expansive with a global team of 2,500 people working together. Our expertise is diverse with more than 650 investment professionals sharing global perspectives across all major asset classes and markets. Our clients have access to a broad array of investment strategies, and we have the capability to create bespoke solutions matched to clients' specific requirements.

Columbia Threadneedle is a people business and we recognise that our success is due to our talented people, who bring diversity of thought, complementary skills and capabilities. We are committed to providing an inclusive workplace that supports the diversity of our employees and reflects our broader communities and client-base.

We appreciate that work-life balance is an important factor for many when considering their next move so please discuss any flexible working requirements directly with your recruiter.

Full-Time/Part-Time

Full time

Worker Sub Type

Permanent

Job Family Group

Business Support & Operations