Executive Assistant

Location Edinburgh
Job type: Permanent
Contact name: Rhea Garrad

Contact email: Rhea.Garrad@changerecruitmentgroup.com
Contact phone: 01313700097
Job ref: 135172
Published: 14 days ago
Expiry date: 01 Aug 2024 00:59

We are looking for a dedicated Executive Assistant to join our client’s Client Service Team, supporting  Client Investment Managers in both Edinburgh and USA. This role is essential in ensuring smooth operations, managing complex international travel, and coordinating meetings and conference calls.

Key Responsibilities:

  • Support Client Investment Managers: Manage diaries, set up calls and meetings, and handle travel arrangements.
  • Email Management: Oversee email for Client Investment Managers when they are out of the office.
  • Client and Consultant Contact: Act as the primary contact for clients, consultants, and prospects for internal and external meetings and conference calls.
  • Organise Meetings Set up and organise quarterly review calls and in-house meetings for clients and consultants.
  • Keep CIM Informed: Ensure CIMs are updated on all relevant client issues, including those involving Investment Managers.
  • Document Preparation: Produce documents, briefing papers, reports, and presentations for meetings, calls, and trips.
  • Coordinate Global Travel: Manage global travel arrangements in line with the firm’s policy, including CS/CM and ad-hoc Investment Team trips.
  • Process Expenses: Handle expenses through the PeopleSoft system.
  • Maintain Records: Log gifts and entertainment according to the Walter Scott Gifts & Entertainment Policy.
  • Salesforce Management: Log events, roadshows, file notes, and contact updates in Salesforce.
  • Team Support: Provide cover and support for other EA team members as needed.
  • Handle Queries: Answer incoming queries professionally and draw upon other departments' resources to solve client issues.
  • Correspondence Management: Ensure all client correspondence is dealt with appropriately and filed electronically according to procedures.
  • Assist with Projects: Support the Client Service/Management team with tasks and participate in company wide projects as needed.

Requirements for the role:

  • Technical Proficiency: Working knowledge of Word, Excel, PowerPoint, and Outlook.
  • Systems Knowledge: Familiarity with internal systems including Eagle and Salesforce.
  • Business Communication: Understanding of business communications, including style and format of letters, presentations, and reports.
  • Office Procedures: Understanding of office systems, telephone communications, and record keeping.

This role offers a fantastic opportunity to work with a dynamic team, engaging with a wide range of stakeholders and contributing to the smooth operation of  client services. If you have a keen eye for detail, excellent organisational skills, and a proactive approach, we’d love to hear from you!

Salary offered up to £35,000 per annum, plus benefits and hybrid working week.