ISS provide workplace and administration services to prestigious clients across London. We are seeking a Relationship Coordinator Executive Assistant to the Vice Chairman of a global financial services business based in the heart of the West End.

In this position you will act as an ambassador for both our client & ISSLivv Workplace. You will be supporting a diverse senior leadership team with duties including complex diary management, international travel arrangements, visa applications and expense management.

The role will be based in the London HQ at their stunning offices and will suit someone who enjoys a fast paced and varied role.

Key Responsibilities & Tasks

Managing ever changing and complex calendars using Outlook Scheduler for a dedicated client teams including preparation of meeting material
Manage incoming calls and respond to ad hoc requests in a timely manner
Undertake research and work on other special projects as assigned by the Manager
Contact management: maintaining contacts in a consistent format -pro actively organising and maintaining a good information retrieval system
Set up international conference calls and meetings: To efficiently prepare all meetings and ensure the Managers are fully briefed for all meetings with the relevant correspondence/paperwork. Open up conference call and VC using WebEx platform and ensure meeting rooms are prepared ahead of schedule
Complete coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensuring that the traveller has all relevant information required such as: Comprehensive travel/meeting itineraries, hotel and flight confirmations, taxi bookings, up-to-date travel information using the online booking tool or direct with the firm's travel agent
To own the expense process as required. To include submitting expenses through the firm’s Concur system
General administration duties to include photocopying, filing, scanning, mailings, devising and maintaining office systems etc
Providing administration support to other Teams during absence

Experience & Traits

Excellent attention to detail
Strong communication skills, both verbal and written
Ability to prioritise tasks and heavy workload
Proven ability to work effectively with Senior Executives in a professional manner
Highly organised with excellent time management skills; good follow up and coordination skills
Experience of working in a fast-paced environment
Proactively planning schedules and itineraries considering multi-time zones, conflicting calendars etc.
Advanced-level skills in Microsoft Outlook, Word and Excel
Knowledge of Concur and CRM preferable but not essential
Health and Safety in the workplace understanding
Private Capital Experience