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Job Purpose
To be part of the Secretary team to the Head of Private Banking and to provide administration, secretarial support with some personal assistance for the Head of Private Banking and other senior team members. To be hospitable, friendly and helpful to the Wealth / High New Worth and VIP customers. The role will be 5 days per week at the banks Mayfair office.
Responsibilities
1. Provide secretarial support and office administration assistance to the Private banking team including the division head - executing instructions accurately and swiftly. Provide administrative support to the Private Banking relationship team.
2. Use communication skills to effectively obtain information requested by the Division Head and the Relationship Officers and to keep them well informed and organised.
3. Provide first-class secretarial support, executing all secretarial tasks required with accuracy, efficiency and to be capable of organizing work on a priority basis.
4. Ad hoc diary management including, booking trips and hotel accommodation as and when requested and to get the best possible offers available on the market.
5. Meet and greet Division customers upon arrival to the premises, providing refreshments as needed.
6. Answer the departmental telephones.
7. Maintain customers' and Division files in order and in accordance with the Bank's policy and procedures.
8. Maintaining custody for debit cards and ensuring secure custody of debit cards
9. Responsible for updating logs and trackers such as archiving tracker and debit cards, pins, chequebooks, mastersheets / logs
10. Preparing receipt letters for debit cards, pins and chequebooks.
11. Preparing Welcome Letters to newly onboarded clients
12. Requesting files from the archive when required + ensuring the files are archived back
13. Adding soft copy documents to our DMS system (i.e. filing - soft copy¬)
14. Maintain the utmost confidentiality of the work at all times.
Experience
- Must have secretarial /PA/ EA experience Excellent verbal and written communication.
- Previous diary management experience.
- Excellent organizational skills, must be able to work unsupervised at times, prioritizing work accordingly.
- Customer focused, flexible and friendly attitude, face to face and over the telephone.
Essential
- Ability to maintain efficiency under pressure.
- High level of conscientiousness, to ensure accuracy in executing tasks.
- Strong team player
- Work proactively and use initiative.
- Deal effectively with difficulties which may arise when working for more than one manager or dealing with more than one customer.
- Must be happy to meet and greet customers visiting the Wealth offices.
- Must be happy to be located in the Mayfair head office 5 days per week
