Administrative Assistant

  • Competitive
  • London, England, United Kingdom
  • Permanent, Full time
  • Wellington Management Company, LLP
  • 14 Dec 18

Administrative Assistant

WELLINGTON MANAGEMENT

Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets. Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 50 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate. As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.

POSITION
Executive Assistant

The Company
Tracing our roots to 1928, Wellington Management Company, LLP is one of the world's largest independent investment management firms. With US$1,067 billion in assets under management as of 30 June 2018, we serve as a trusted adviser to institutional clients and mutual fund sponsors in over 50 countries. Our innovative investment solutions are built on the strength of proprietary, independent research and span nearly all segments of the global capital markets, including equity, fixed income, multi-asset, and alternative strategies. As a private partnership whose sole business is investment management, our long-term views and interests are aligned with those of our clients. We are committed to attracting a talented and diverse workforce, and to fostering an open, collaborative culture of inclusivity because we believe multiple perspectives lead to more informed investment and business decisions. As an Equal Opportunity Employer, we welcome people with diverse life experiences, fresh ideas, and specialized subject-matter expertise.

 
The Position
Wellington are currently recruiting for a number of Executive Assistants across our London office. We require support within the following areas:

  • Equity Investment Platform
  • Fixed Income Investment Platform
  • Global Relationship Group/Business Development

The roles typically support between 4-6 senior individuals, however this may vary slightly dependent on the individual business area and its needs.

 
Key Responsibilities

  • Comprehensive and proactive diary management.

  • Liaising with external clients and administrative teams for all meeting logistics

  • Proactively setting up prep-meetings ahead of the client meeting

  • Ensuring meeting rooms are booked globally where necessary

  • Understanding and utilising our virtual conferencing tool to create video and audio conference requests

  • Liaising with reception to request any catering

  • Registering external visitors with reception

  • Proactively managing meetings clashes and being a gatekeeper

  • Working with an external travel vendor to obtain flight and hotel options

  • Understanding visa processes and ensuring all travelers have the necessary visas in place

  • Creating and distributing detailed itineraries and travel materials i.e. conference information

  • Process expenses in a timely manner adhering to policies and guidelines

  • Schedule internal meetings when requested in a timely manner

  • Data entry for external activity tracking

  • Coordinating global roadshows

  • Business card entry

  • Entering, amending and keeping client data up to date in Salesforce

  • Generating quarterly portfolio reports from our in-house reporting system 

  • Team admin:

  • Scheduling complex team meeting across 6 different regions

  • Organizing agenda & taking minutes at the weekly team meeting

  • Scheduling Onboarding meetings for new starters

  • Entering team members leave in the shared calendar

  • Providing the team with the teams movements  

  • Provide cover for administrators across the business when out of the office

  • Management and processing of team invoices

  • Diligent coverage of telephone lines, adhering to best practices
Skills & Qualifications
The successful candidate for these positions are likely to demonstrate:
  • Diligent and high attention to detail.
  • Discretion and ability to work with highly confidential client information
  • Advanced proficiency in MS Office (Word, Outlook, Excel, & PowerPoint).
  • Excellent organisational, multi-tasking, and prioritisation abilities.
  • Strong interpersonal and communication skills.
  • Ability to work independently and as part of a team.
  • Problem solver.
  • Ability to work under deadlines and to accommodate last minute changes
  • Positive, can-do attitude; flexibility and sense of humour.


JOB TITLE
Administrative Assistant

JOB FAMILY
Administrative Services

LOCATION
London

As an equal opportunity employer, Wellington Management considers all qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, age, ancestry, disability (physical or mental), medical condition, citizenship, marital status, pregnancy, veteran or military status, genetic information or any other characteristic protected by applicable law. If you are a candidate with a disability, or are assisting a candidate with a disability, and require an accommodation to apply for one of our jobs, please email us at Wellington@icareerhelp.com .