Position Overview

Provide general administrative support to primarily the BD UK team, SPW UK team and BD Italy team on ad-hoc basis. Maintain comprehensive knowledge for BD administration and operational areas to ensure smooth collaboration within the London administrative team.

Essential Job Functions: 

Administrative Assistant Support for BD Team members assigned.

• Travel: Assist with travel needs as requested (airfare, transportation, hotel, international requirement needs).
• Expenses: Assist in collecting all required physical receipts/business codes for the team expenses and entering these into concur as needed, and/or scanning documents to send to appropriate EA.
• Calendaring: Looking ahead and managing conflicts, scheduling conference calls/in person meeting for those under your responsibility. This will include anticipating priorities, and querying/flagging required items to team as needed. Confirming approval for external meetings when requested with those under your responsibility before scheduling them.
• Conferences: Proactively managing the needs of those under your responsibility.

This will include regular catchups and attendance on the regular BD calls to proactively understand when there are upcoming conferences, travel plans, client meetings.

Manage the Teams client meetings, and associated work

• Managing deadlines – This will be specifically important when materials need to be shared/updated prior to a meeting or event.
• Collecting meeting materials – This will be both during and after meeting/events, updating as required and recirculating.
• Securing appropriate conference rooms/lines as needed and ensuring invites to these meetings are sent to the appropriate people and confirmed in advance.
• Ad hoc support – availability to react to unexpected situations that arise.
• Full support organizing BD events and offsites.

Work with Shared Services Admin team to ensure a smooth and corporate front of house experience

• Greeting and managing welcomes and shepherding to meeting rooms when team Admin unavailable.
• Managing Audio / Video conferencing in meeting rooms when team Admin unavailable.
• Coordinate catering for meetings as needed.
• Managing printing / binding / downloading of presentations for client meetings as required.
• Providing general administrative assistance as required.

Required Knowledge, Skills, and Abilities

• Demonstrates the flexibility to adapt to last-minute changes.
• Highly organized, approachable, and an articulate communicator.
• Confident communication skills including the ability to interact with all levels of management, clients, and guests.
• Ability to multi-task and prioritize projects.
• Exercises good judgement regarding confidential information.
• Must be familiar with Outlook and Microsoft Applications (Word, PowerPoint, Excel)
• Prior use and knowledge of Salesforce

Other Attributes:

• Willingness to work a flexible schedule.
• High level of confidentiality.
• Excellent communications skills, written and verbal
• Proactive, conscientious, dependable
• Commitment to learning.
• Team player; willing to work with and support peers and other Admin Team members