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Secretary to Director, Private Clients [Fund Managers] |
|---|
Secretarial - Banking Secretary |
in London City |
| Purpose: To provide efficient secretarial support for the Director and Associate Director of Business Development - Private Clients and the Managing Director of Area Management 1 - Private Clients.
· Managing the computerised diaries, making appointments, arranging meetings for both internal and external clients. · Take telephone and other messages, including checking voice mail messages, from internal/external sources and by using discretion; decide on course of action dependant on urgency and importance. · To update and maintain the database for Private Clients and retrieve data for usage by team members. · Prepare agendas and produce accurate and timely minutes for regular internal meetings · Accurate, timely and creative production of all correspondence including letter composition using Word 6. Assist with the production of quarterly management reports for the Managing Director. · Set up and maintain office systems to ensure workload is prioritised, progressing action and tactfully reminding direct reports for scheduled documents without prompting. Daily filing as required, and archiving annually. · To set up and maintain a coherent filing system of all routine matters that are not accommodated in the central filing system. · Establish and maintain a clear private client and intermediary new business audit trial, with full recording of all enquiries made to the desks and the responses. · *****To ensure that all anomalies and complaints are brought to the desk head's attention as soon as the incident occurs. · Involvement in organising events such as private client seminars, promotions and dinners. · *****To ensure sites are booked and confirmation received. To produce materials in a timely fashion with any travel arrangements confirmed and communicated. · Make all travel arrangements for business trips including arranging travel and meeting itineraries through liaison with overseas offices, flight bookings, hotel and transfers, foreign currency requirements. · Understand and ensure compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which you are involved and to inform the team members as and when appropriate. · *****Maintain the strictest confidentiality at all times, exercising tact and discretion when liaising with all internal and external contacts. · Extensive liaison with key Fund Managers and others directly involved with new business development. · Ordering of departmental literature to maintain stock levels. · Ensure that cover for the department is adequate at all times and to provide cover for other departmental secretaries as necessary |
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