We currently have the opportunity for an Executive Assistant to join Macquarie Capital London. The role is split 60% float role, covering EA’s on leave across the floor and 40% office administration tasks. It will be your responsibility to ensure all the support requirements of the team you are covering operate smoothly and efficiently while also handling various office administration tasks.

This is a fast paced demanding role requiring a positive, enthusiastic and proactive approach as well as a willingness to learn and take on new and varied tasks.

Responsibilities:

Float role:

• Diary management including arranging both internal and external meetings, video conferences, WebEx’s and conference calls  
• Regular interaction with assistants (internal and external companies) including coordinating conference calls with international offices and managing different time zones.
• Booking business travel and accommodation, visas, meeting rooms, conference calls, restaurants etc
• Answering all calls professionally and in a timely manner, passing on messages to the team
• Compilation of out-of-pocket expenses and completion of expense claims
• Paying and raising invoices 
• Enter contacts, client meetings and meeting notes into CRM
• Printing, binding, scanning, gathering meeting materials

Office Admin:

• Assist with Expense approvals
• Oversee home office spreadsheet and equipment
• Oversee locker spreadsheet
• Assist with desk move logistics
• Request Centre approvals
• Point of contact for spare laptops and other IT equipment
• Manage EA leave tracker/calendar
• Manage Events calendar tracker and budget tracker
• Manage IEG Internal events tracker

About you

To be successful in this role you will:

• Demonstrate a proactive approach with the ability to fully understand the nature of the business and priorities within the team
• Extremely organised with excellent attention to detail and follow-through
• Be resourceful and have the ability to work independently as well as within a team
• Thrive in a dynamic business where accuracy, hard work and flexibility are imperative
• Have excellent verbal and written communication skills
• The ability to exercise appropriate judgment and discretion, especially when handling confidential information