Executive Assistant - Client Services team

Executive Assistant - Client Services team

Location: London , South East Salary: From 28,000 to 35,000 per annum plus bonus and benefits Date posted: 04/05/2012 21:00 Job type:Permanent Company: Elliott James Consulting Contact: Peter Elliott Ref: Totaljobs Job ID: 53526602

Our client is one the UK's leading hedge fund houses based in the west end of London. A position has arisen in the client services / marketing team for an experienced executive assistant

Duties in this role are very varied and will include the following

To assist with the management of information in the CRM database; analyzing distribution lists, managing content, ensure it keeps clean and information is updated regularly

To assist in creating distribution lists, and updating current lists

To assist in sending out monthly emails via the distribution lists

To assist in downloading investor statements and sending through to investors when requested

MEETINGS

To organise and fully coordinate schedules and briefings of all meetings and all client service meetings

Scheduling all internal meetings

CLIENT SERVICE and MARKETING

To assist Head of Sales with the yearly global sales & marketing budget, including researching all costs and coordinating with other global offices to ensure all activities are included and we budget effectively.

To coordinate ordering of marketing/promotional materials keep all materials fully stocked and assist team in organizing materials for trips and events, printing and binding and liaising with external printing companies

To arrange and coordinate all monthly shareholder calls and dial-ins including sending out invite details for marketing to join, noting all attendees each month

To act as contact for any member of the client services team when they are out of the office.

Co-ordinate distribution of magazines and publications when they arrive. Ensuring Marketingare made aware when they arrive and place in display trays for everyone to read. Ensure marketing room is clear of back issues and only the last 3 months are on display.

To ensure the stock room is fully stocked, and printing/ binding all documents needed. Ordering all external materials when needed

To proactively liaise with the client services team to facilitate the needs of the sales team with regard to marketing material, RFPs, events etc

AD HOC

Any ad hoc support required

Diary management

PHONES

To answer all phones if the client services team individuals are away from the desk. This includes being as proactive as possible and trying to assist the caller.

To cover answering team phones for Sales Assistant when they are away.

BACKUP

To provide cover and back-up to the Sales Assistant. To ensure no holidays taken when Sales Assistant is on holiday and to be at the desk when the Sales Assistant is away from the desk

CLIENT EVENTS

To be responsible for all logistical organization around client events including planning, venue bookings, budgets, diary planning, project management and internal co-ordination.

Preparation Process: Create, update and constantly feedback to line managers and Head of Communications. Create event Heat maps, check lists and planning/preparation packs for all events.

To prepare and manage appropriate checklists for different events. To organise the provision of event packs to sales & client services hosts, ensuring that there is smooth operation at the event and all hosts are well briefed as to attendees etc.

Preparation and responsibility for all budgets associated with events reporting to Head of Sales

To set up and maintain top preferred guest lists from the team so that the team can monitor invitees (ensuring the same external people are not always being invited) and prepare for upcoming events

To be responsible for ensuring all event replies, responses and attendance are logged for all events. To also follow up and measure how effective events are and report findings proactively back to line manager

To coordinate events through CRM system and create event reporting for follow-ups