Administrative Assistant Trainee

The primary purpose of the Team Assistant role is to provide essential administrative support to the Company Secretarial and Legal team. Additionally, the assistant will assist various teams and leaders with administrative tasks as needed, ensuring smooth and efficient operations across the organisation.

Investment20/20 Programme

You will join the network of over 250 new trainee and apprentices who are on the Investment20/20 programme. You will gain opportunity to attend Industry networking events and technical training sessions throughout the year. Someone from Investment20/20 will contact you and meet you in person to discuss.

Main Responsibilities

• Administrative Support: Provide administrative assistance to the Company Secretarial, Legal team and other teams/leaders as required, including managing schedules, organising meetings, and handling correspondence.
• Maintenance of Document Management System: Ensure the systems are up-to-date and well-organised.
• Meeting Preparation: Organise and prepare materials for meetings.
• Data Entry and Reporting: Maintain accurate records and databases and generate reports as required.
• General Office Duties: Perform general office tasks such as managing office supplies, and handling mail.
• Travel Arrangements: Coordinate travel plans for team members, including booking flights, accommodations, and transportation.
• Event Planning: Assist in company events, workshops, and training sessions.
• Expense Management: Process expense reports for the teams

Regulatory Responsibilities

To conduct themselves in accordance with the regulatory requirements and obligations of the regulated entities (as well as any other required local regulatory approvals and/or codes of ethics).

Key Skills

• Manage sensitive information with discretion and always maintain confidentiality.
• Maintaining focus and diligence in all tasks, taking initiative where required.
• Outstanding time management, organisational skills; able to prioritise workloads.
• Excellent oral/written communication skills and proven ability to build effective relationships.
• Clear attention to detail
• Good interpersonal skills and willingness to work independently and as part of a team.
• Ability to work in a fast-paced and high-pressure environment.
• Great IT skills, including Microsoft Outlook, Excel, Word, and PowerPoint.

Competencies

People & Team skills

• Shares knowledge with colleagues
• Takes an active role within the team.
• Works collegiately within a professional team environment

Planning & organising

• Evaluates length and difficulty of tasks and projects and delivers to deadlines.
• Good organisational and time management skills

Compliance

• Follows the firm's processes to ensure regulatory compliance as outlined in the Compliance Manual, including PA Dealing, Incident Reporting and Gifts & Entertainment
• Responds to Compliance requests within set deadlines.
• Attends and completes all relevant Compliance training

Risk

• Is familiar with the risk appetite statement and ensures alignment with at all times.
• Familiar with any relevant operational risks/controls; knows when to seek external advice

Financial acumen

• Prudently uses resources based on organisational priorities

Decision making, responsibility & accountability

• Takes accountability for their job.
• Makes considered decisions in line with standard procedures and refers up more complex issues when appropriate.
• Determination to see tasks through to completion.
• Keeps superior informed of decisions

Influencing and communication

• Good written and verbal communication skills
• Builds effective relationships (internally or externally)
• Can influence/persuade to a limited extent.
• Gives and receives feedback in an appropriate manner

Client focus

• Service-minded and pro-active.
• Promotes customer service and treats clients fairly

Technical knowledge/ Analytical capability/ Problem solving

• Technically competent within their field
• Systems and process literate
• Ensures the accuracy of data, pays attention to detail.
• Pro-active in implementing process improvements.
• Logical and methodical thinker