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Asset & Wealth Management - Global Transportation - Executive Assistant

Req #: 170119544
Location: London, ENG, UK
Job Category: Admin/Secretarial
Potential Referral Amount: 1500 Pound Sterling (GBP)
J.P. Morgan Asset Management is a leading investment manager of choice for institutions, financial intermediaries and individual investors, worldwide. With a heritage of more than two centuries, a broad range of core and alternative strategies, and investment professionals operating in every major world market, we offer investment experience and insight that few other firms can match.
 
A vacancy has arisen for a team administrative assistant to support the Global Transportation Group (12+ people), within the area of JPMorgan Asset Management - Alternatives. You will be responsible for the day-to-day secretarial/administrative support in this very busy role.
 
Duties will include, but are not restricted to:
  • Extensive and complex “end-to-end” international travel and entertainment arrangements for a team of extensively traveling executives
  • Travel monitoring for weather, delays, and last minute schedule changes with immediate and pro-active follow up in the event of a disruption
  • Arranging visa applications and managing team's relevant travel documents
  • Awareness and management of different time zones for relevant travel activities
  • Develop strong awareness and understanding of team's activities and Group Head's priorities
  • Extensive diary management for both internal and external meetings
  • Prepping team members and helping to produce and print out relevant documents and presentations for meetings
  • Meet and greet clients ahead of meetings / presentations
  • Telephone liaison, call screening, covering for travelling team members, and call prioritisation
  • Developing rapport with clients, investors and third party partners
  • File maintenance, organization and management
  • Maintain / update contacts, meeting notes and business activities in address book and CRM database
  • Maintain the acquisitions deal log and other software-based databases using Excel and/or Word
  • Processing invoices and ensuring they are approved and reconciled within the vendors payment terms
  • System functionality - utilize internal systems, complete accurate data entry (Concur, Ariba, eSource, travel profiles, etc.)
  • Attend monthly/quarterly assistant forums and training sessions to ensure sound knowledge of all internal systems and processes
  • Meeting, conference call and telepresence set up – internal and external
  • General administration duties  - Room bookings, filing, photocopying, faxing
  • Partnership with Assistants across the group to provide coverage for absences
  • Monitoring inventory, office stock and ordering supplies
  • New starter set up – technology, access cards, telephones etc.
  • Technology – organizing desk moves, raising IT issues and ordering IT equipment
  • Manage the groups subscriptions and publications – raise purchase orders and ensure all renewals are processed on time
  • Keep an accurate and up to date report of processed invoices
  • Manage all technical, offices and stationary supply and miscellaneous  issues for the team.
 
Knowledge, skills and experience required:
  • Key words: strong time management, sound judgement skills, good prioritising, team player, strong communication skills, highly organized.
  • Ability to work as part of a broader administrative team, working in partnership with other assistants to ensure cover is provided in the area at all times
  • Strong PC skills (high level knowledge of MS Word, Excel, PowerPoint and Outlook)
  • Knowledge of general office procedures (e.g., filing, correspondence, arranging meetings)
  • Tact and good judgment in confidential situations and the ability to interact with senior management
  • Strong self-starter with the ability to work in a pressurised environment
  • Proactive attitude to finding and implementing areas for improvement
  • Excellent telephone manner and coverage within the group
  • Superior oral and written communication skills
  • Advanced ability to organise and manage own time
  • Proven experience of working for teams is essential
  • Strong time-management skills with a flexible attitude.
About J.P. Morgan Chase & Co:
 
J.P. Morgan serves one of the largest client franchises in the world. Our clients include corporations, institutional investors, hedge funds, governments and affluent individuals in more than 100 countries. J.P. Morgan is part of JPMorgan Chase & Co. (NYSE: JPM), a leading global financial services firm with assets of $2.1 trillion.  The firm is a leader in investment banking, financial services for consumers, small business and commercial banking, financial transaction processing, asset management, and private equity. A component of the Dow Jones Industrial Average, JPMorgan Chase serves millions of clients and consumers under its JPMorgan and Chase, and WaMu brands.
 
J.P. Morgan offers an exceptional benefits program and a highly competitive compensation package.
J.P. Morgan is an Equal Opportunity Employer
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