You will provide comprehensive day to day PA and administration support to the Global Head of Data who is London based, in addition to providing support to the Data Group leadership team, located across London and Boston.

You will have a proactive attitude, be comfortable working within a Global function, strong organisational skills with an ability to balance complex tasks, to prioritise responsiveness for urgent items.

Key Responsibilities

• Proactive diary management, dealing with external and internal meeting requests, ensuring calendar entries are clear and complete; such as team meetings & 1:1’s and project work as well as external third party contacts; checking for possible clashes, preparing maps/directions travel arrangements, arranging itineraries in advance, booking meeting rooms, lunches and arranging video or conference calls where applicable.
• Support scheduling of forums chaired and led by the Global Head of Data with executive and senior business leaders.
• Making travel arrangements for overseas business trips (including itineraries, documentation, currency, accommodation, visas, etc), ensuring these are booked within policy.
• Organising ad-hoc department and team events, including leadership offsites.
• Answering phones; taking calls and messages and fielding queries as appropriate.
• Reviewing emails and fielding where possible.
• To work closely with the team to ensure it runs smoothly, supporting logistics as required e,g, desk moves.
• To provide support for diary management and travel arrangements for the Global Data Team, as agreed.
• Preparation and amendment of emails, memos, reports etc. using Word and Excel.
• Prepare and update presentations and communication documents, including proof reading.
• Preparing meeting material and agendas and putting together presentations using PowerPoint as required and directed. Monitor and chase actions as directed.
• Preparation of ad-hoc documents for the Global Head of Data in Word, Excel & PowerPoint.
• Maintaining filing system and record management.
• Carry out general administration tasks such as photocopying and other administrative elements for the persons you support.
• Completion of expenses of the persons you support and liaising with Accounts Payable as required (i.e. detailed expenses following each trip in addition to regular monthly and ad hoc expenses).
• Managing the process for starters & leavers, ID Cards. Setting up IT accounts, Systems access and phone & desk set up. Ensuring approvals are made for new hires and any related IT requests. Updating of Data Group global email distribution groups.
• Maintenance of gifts and entertainment log, ensuring requests and items are within policy, escalating concerns in a timely manner.
• Maintenance of holiday, sickness and absence charts and reconcile to the HR system.
• Join London Corporate Services updates and share communications with the team on office/facility updates and events.
• Dealing with incoming & outgoing post. Including arranging special deliveries & couriers.
• Requesting, collating and circulating meeting papers.

Skills and experience:

• Extensive diary management experience and the ability to manage multiple and complex diaries.
• Strong organisation and administration skills with excellent attention to detail.
• Superb time-management skills to manage competing priorities (changes/cancellations at short notice etc.).
• Able to handle confidential and sensitive business and personal information with discretion.
• Ability to work across different locations and time zones, building strong working relationships remotely.
• Word, Excel, Outlook and PowerPoint skills – intermediate level required.
• Ability to work well as part of a team, and communicate with people on all levels.
• Flexibility - priorities get changed/added/cancelled at short notice.
• Excellent and effective communication, both written and verbal, at all levels.
• Able to work to tight deadlines and under pressure.
• Motivated and capable of acting on own initiative.
• Excellent interpersonal skills and effective communication, both written and verbal.
• In certain circumstances you may be required to work outside of normal working hours.

About Columbia Threadneedle Investments

Working at Columbia Threadneedle Investments you'll find growth and career opportunities across all of our businesses.

We're intentionally built to help you succeed. Our reach is expansive with a global team of 2,500 people working together. Our expertise is diverse with more than 650 investment professionals sharing global perspectives across all major asset classes and markets. Our clients have access to a broad array of investment strategies, and we have the capability to create bespoke solutions matched to clients' specific requirements.

Columbia Threadneedle is a people business and we recognise that our success is due to our talented people, who bring diversity of thought, complementary skills and capabilities. We are committed to providing an inclusive workplace that supports the diversity of our employees and reflects our broader communities and client-base.

We appreciate that work-life balance is an important factor for many when considering their next move so please discuss any flexible working requirements directly with your recruiter.

Full time

Permanent

Business Support & Operations