Team Assistant within Financial Services

Paragon Personnel Ltd; City Of London; On-site; GBP 28,000 - 42,000; Full time

Job summary

Paragon Personnel Ltd is seeking a capable Team Assistant for a top investment bank in the City of London. You will manage complex diary schedules, coordinate travel, and handle high-volume email and client liaison with discretion.

This role requires proactivity, a meticulous eye for detail, and the ability to work under pressure alongside bankers and assistants across groups. You will optimise costs, navigate internal systems, and provide reliable coverage during absences.

Qualifications

• Professional client handling and relationship building with bankers and admin cover groups.
• Full competency in diary management and ability to prioritise competing priorities.
• Strong, executive communication style.
• Experience arranging travel and producing accurate itineraries with plan B & C.
• Proactivity and ownership within the role.
• Strong technical capabilities and systems proficiency.
• Awareness of expense policy and timely processing with reconciliations.
• Calm, professional approach under pressure and teamwork.

Responsibilities

• Manage complex, high-volume email and diary schedules.
• Coordinate complex travel arrangements including flights, trains, visas, and accommodations.
• Handle client-facing communications and meetings with internal/external stakeholders.
• Process expenses and ensure policy adherence and timely reconciliations.
• Utilise internal systems to support banking teams and executives.
• Provide coverage during planned/unplanned absences and partner with other assistants.

Skills

Diary management

Client handling

Executive communication

Travel arrangements

Expense management

System navigation

Attention to detail

Team player

Tools

Concur expense system

Job description

A top Investment Bank looking for a strong Team Assistant

Core Responsibilities

• Complex, high volume email management (where applicable).
• Advanced, proactive diary management.
• Client facing position, internal and external client handling.
• Manage complex travel arrangements within policy: co-ordination of flights, trains, check in, VISAs, accommodation and ground transportation logistics. Manage a multitude of frequent changes at short notice and prepare travel itineraries.
• Management of coverage expense processing through Concur, reimbursement, personal amounts owing and monthly account reconciliations.
• System functionality expert - utilise internal systems
• Become integral part of business, understand group priorities and Banker expectation.
• Cover Group Mentality and strong team work ethic.
• Management of internal/external meetings, conference calls, see me/telepresence/Blue Jeans.
• General administration duties (Room bookings, filing, photocopying, faxing, stationery ordering and business cards).
• Partnership with assistants across the CIB group to provide back-up coverage during planned/un-planned absence sporadically.

Essential skills/experience

• Professional client handling and relationship building with all clients, Bankers and admin cover groups
• Full competency in diary management, can apply good judgment and has an understanding of competing priorities.
• Strong, executive communication style
• Experience of effectively arranging travel, production of accurate itineraries, plan B & C, able to navigate systems well and apply good judgment on how to optimise travellers time and business costs.
• Can demonstrate pro-activity and ownership within the role
• Strong technical capabilities.
• Awareness of expense arena, expense systems and cost control initiatives e.g. can champion expense policy, process expenses in a timely manner and reconcile accounts accurately on a monthly basis.
• Polished, professional approach, calm and composed manner, ability to work in a pressured environment and partner effectively with peers.
• Exhibits a positive, common sense, constructive attitude to drive bankers schedule and help manage time effectively.
• Is flexible, willing and receptive to change.
• Can follow up without prompting and keep 1 step ahead of arrangement and requirements, displays good use of initiative and follow through to completion.
• Has a high level of attention to detail and delivers high quality results.
• Has an understanding of the culture of Investment Banking and the Corporate Bank
• Is a strong team player who can build networks and work in partnership with peers, management and senior stakeholders.
• Solution orientated.
• Is driven and can manage expectations through communicating proactively and often across different hierarchies.
• Can quickly grasp the political landscape and key people within the organization
• Has potential to act as a role model to their peers e.g. lead by example