Secretary/Administrator - Forties People Ltd

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Description

Our client a top Investment bank based in Central London; are looking to employ a Secretary/Administrator. You will support 2 Investment Directors providing secretarial/administrative assistance as required, contributing to an excellent client service. You must be happy with a high content of Audio typing.

You will have worked in a similar role, in a stockbroking or investment firm but at the very least in Financial Services.

JOB PURPOSE:

To provide efficient and effective confidential secretarial support, thus contributing to an excellent client service and the smooth operation of the team.
ACCOUNTABILITIES:

Prepare and produce typed correspondence and general documents to a high standard of presentation and accuracy from audio or manuscript. Also compose, produce, and sign own letters to clients.
Provide administrative support so that paperwork and records/files are accurate, complete, and accessible. Keeping client files up to date, making admin changes where necessary. Archiving and make up new files when required.
Prioritising work to ensure that appropriate decisions are made to resolve any workload problems. Answering the telephone to clients in a polite and business-like manner and responding with any action that is required, and resolving any problems.
Collate portfolio valuations and type letters if necessary to clients. Complete and sign off the tick lists saying that these have been sent out.
Process all new clients take ons and liaise with Registrars, Capital Gains Tax Department, and the Middle Office to ensure take-ons are processed quickly and accurately. Close accounts and pay away funds to clients as required, ensuring this is done in a timely fashion.
Dealing with cash requisitions and process these on a daily basis. Handle requests in relation to probates, sort out any queries and if necessary refer them to the Investment Director.
Organising travel for Investment Directors when required i.e. booking tickets etc. and managing diaries.
Support for other secretaries when necessary.
PERSON SPECIFICATION

Education:

Must have good grades at GCSEs or equivalent in English and Maths. Preferably professional qualified secretarial.

Experience:

Administration experience, ideally in a similar role in a stockbroking or investment firm but at the very least in Financial Services.
Skills:

Intermediate/Advanced Excel essential
Minimum 60 wpm typing (audio and copy)
Experience of using Microsoft Office packages and advanced in Word.
Ability to learn and embrace new technology prior knowledge of a Client Relationship Management system such as Galeforce or Microsoft Dynamics would be an advantage.
A high standard of accuracy and attention to detail is essential as well as having the ability to compose their own letters.
Excellent grammar skills are essential.
Personality:

Must be able to use their initiative and work closely with managers in a proactive manner.
Must enjoy working in a small team in an open plan environment, be a good communicator, and have confidence when dealing with internal and external contacts.
Candidates must have a flexible approach in general.