Official Specifications
Role Overview & Mandate
Executive Summary
Guggenheim is seeking a proactive Executive Assistant/Administrative Assistant to support its London Investment Banking...
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Guggenheim is seeking a proactive Executive Assistant/Administrative Assistant to support its London Investment Banking team. This person will support executives in all administrative functions as well as providing general administrative support for the London Office. The ideal candidate must be reliable, exercise excellent judgment, handle confidential information in a professional and discreet manner, have exceptional communication skills, demonstrate professionalism, have the ability to handle numerous projects, and must handle a heavy workflow with a high level of accuracy. The successful candidate will have experience supporting senior level executives and be comfortable interacting with other senior members of the team and external clients in a fast paced and entrepreneurial environment.
The Executive Assistant/Administrative Assistant role is located in London and is four days in the office and one day remote.
Essential Job Functions
General Administration:
- Implement on-boarding and training process of new office services employees
- Aid management with the recruiting process of new team members
- Ensure day to day maintenance of amenity spaces, including conference rooms and pantries is completed and up to par
- Coordinate with both IT & Premises departments weekly to ensure guest space assignments are maintained with proper equipment
- Coordinate materials/supplies
- Process invoices to ensure vendors are receiving payment in a timely manner
- Provide support in the firm’s security protocols, reporting, and building ID process
Executive Assistance:
- Manage complex calendars; determine what events MD presence; manage schedules for on and off-site meetings and travel
- Arrange meetings and appointments with clients and other counterparties
- Arrange domestic and international business travel; coordinate hotels/meetings/meals
- Prepare itinerary – keep other staff posted as necessary
- Assist visiting clients with travel arrangements
- Process expense reports utilizing the Workday system to enter all information
- Interface and communicate with internal administrative functions on behalf of the professionals they support, including expense management, conference management, marketing and other departments
- Answer multiple phone lines and provide phone coverage for other team members as needed. Able to professionally relay appropriate information to callers as directed, route calls to other persons as necessary and ensure that messages are received and conveyed promptly.
- Proactively organize materials for calls, meetings, and travel
- Liaise with administrative staff of clients as necessary
- Monitor emails for professionals, as requested
- Complete expense reports
- Perform other related duties as assigned or requested by professionals they support
Preferred Qualifications
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel and PowerPoint
- Knowledge of Workday Expenses software extremely helpful
- Strong time management skills and ability to manage multiple tasks for many professionals
- Strong interpersonal and communication skills
- Strong organizational skills and problem solving skills
- Ability to exercise judgment including prioritizing issues and tasks
- Detail-oriented and able to multi-task in a fast-paced environment
- Hands-on and willing to roll up sleeves to perform any and all responsibilities needed to ensure success
- Self-starter who is able to work with the professionals they support to identify issues and problems and proactively solve them
- Ability to effectively and maturely communicate and collaborate with diverse personalities in all levels of team members, as well as outside vendors and clients, by maintaining objectivity and demonstrating maturity
- Handle confidential information in a professional and discreet manner
Basic Qualifications
- Bachelor’s degree or equivalent experience
- Minimum of 5 plus years executive administrative assistant experience, preferably in financial services
Salary Details
- Base salaries may vary depending on factors such as location and experience.
About Us
Guggenheim Partners is a diversified financial services firm that delivers value to its clients through two primary businesses: Guggenheim Investments, a premier global asset manager and investment advisor, and Guggenheim Securities, a leading investment banking and capital markets business. Guggenheim’s professionals are based in offices around the world, and our commitment is to deliver long-term results with excellence and integrity while advancing the strategic interests of our clients.
Guggenheim is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Learn more at GuggenheimPartners.com, and follow us on LinkedIn and Twitter @GuggenheimPtnrs.
Guggenheim is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Learn more at GuggenheimPartners.com, and follow us on LinkedIn and Twitter @GuggenheimPtnrs.
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