What are the responsibilities and job description for the Executive Assistant / Business Support position at JTC Group?
EMPLOYMENT TYPE: Permanent
DEPARTMENT: Private Client
DIVISION: Private Client Services
WORKPLACE STRUCTURE: Hybrid
Role Overview
PURPOSE OF JOB
This position is for an Executive Assistant/Business Support to provide general administrative, marketing and business development support to the Private Client team in the US. There will also be extensive travel and diary management required.
Main Responsibilities And Duties
DEPARTMENT: Private Client
DIVISION: Private Client Services
WORKPLACE STRUCTURE: Hybrid
Role Overview
PURPOSE OF JOB
This position is for an Executive Assistant/Business Support to provide general administrative, marketing and business development support to the Private Client team in the US. There will also be extensive travel and diary management required.
Main Responsibilities And Duties
- Provision of support to the executive and wider senior management team, to include calendar management, responding to emails, travel arrangements and processing of expenses in line with Group policy, assisting with client matters and correspondence.
- Managing the executive’s and senior management team’s calendars, including making appointments and prioritizing the most urgent or sensitive matters.
- Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
- Inputting of time on Viewpoint for the senior management team if/when requested to ensure time records are up to date.
- Assist with the preparation of board meetings, including circulating conference details, printing board packs.
- Assist with preparation of proposals and presentations to clients/potential clients.
- Assist, if required, with on-boarding related tasks for new cases/ structures.
- Ensure Salesforce is up to date with new enquires, updating status, contacts and referrals.
- General office administration that may be required, such as arranging and organizing office supplies.
- Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
- Answering phone calls in a polite and professional manner.
- Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
- Always represents JTC in a professional manner, displaying the ethical behavior we expect in all interactions, both internal and external.
- Adhere to JTC core values and expected behaviors.
- Any other duties as deemed necessary by Management.
- Bachelor’s Degree.
- Experience in managing calendars and travel arrangements at Executive level.
- Extremely strong attention to detail.
- Proficiency in Microsoft Word, Microsoft Excel and Microsoft Outlook.
- Excellent written, verbal and interpersonal communication skills.
- Proven ability to multi-task and work well under pressure.