Administrative Assistant

Solutions for Today’s Challenges. Vision for Tomorrow’s Opportunities.Join William Blair, the Premier Global Boutique.William Blair has delivered trusted advice for nearly nine decades, and we continue to deepen our expertise and relationships across regions, asset classes, and markets throughout North America, Europe, Asia, and Australia.We are committed to our people and culture, values, clients, and local communities.What sets us apart is that we are an independent partnership, with employees who have unique experiences, perspectives, and backgrounds. We provide advisory services, strategies, and solutions to meet clients’ evolving needs amid dynamic market conditions and varying industries.We strive to attract the most qualified, passionate candidates who specialize in investment banking, investment management, private wealth management, and a variety of other business functions.We work tirelessly to create an inclusive culture and take pride in fostering employees’ professional and personal growth. We empower our people to bring their best thinking each day so we can deliver the tailored, thoughtful work and problem-solving abilities that our clients expect.Equally, we are proud of our long-term partnerships with the communities in which we live and work, a legacy we inherited from our founder.We invite you to learn about how we are seeking excellence in everything we do and empowering our clients’ success with passion, creativity, and rigor. For more information, visit williamblair.com .Job DescriptionWe are recruiting for an experienced Administrative Assistant to join our London office, supporting our Investment Banking team. The Administrative Assistant provides direct administrative coordination and support to a department and/or group of professionals. The role involves relieving supported individuals of administrative responsibilities to enable greater productivity and efficiency. Represents the firm in a professional manner in all communications and may interface with clients and outside parties. Works under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes. Independently exercises discretion and independent judgment and is capable of analysing information requests and determining trends. Proactively identifies systems and processes to create greater efficiencies.Travel - Arranges end to end travel plans utilising the use of our travel provider platform and suppliers for global consistency ensuring comprehensive itineraries are prepared for the travellerExpense –Compiles and submits all expense reports in a timely manner Calendar & Meeting Coordination – Manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, IT facilities, timing, etc.) have been prepared. Employs effective reasoning skillsInfo and Data – Updates and maintains contact databases. May include compiling and analysing information for inclusion in reports or presentation materials including preparing reports, charts, graphs, or tables as necessary. Demonstrates the ability to utilise software applications for maximum effect and efficiencyOffice Support – Provides office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hardcopy filingProjects & Processes – Participates in other projects as requiredCore Responsibilities: Advanced, proactive diary management, facilitating swift set-up of meetings as requiredHigh volume email management Understanding and meeting the needs of internal and external clients Gate keeping both in person and over the phoneShared phone coverage for a busy department. Coverage is required if a member of the team is out of the office or otherwise engaged; assistance is required for all team membersArrangement and follow through of all meetings, conference calls and VC calls (internal and external) this includes but is not limited to the arrangement of any additional requirements such as catering and specialist I.T equipmentArrange dynamic and complex travel arrangements: co-ordination of flights, check in, Visas, accommodation and ground transportation logistics in accordance with the William Blair Travel Policy. Manage a multitude of frequent changes at short notice and prepare travel itinerariesTimely management of expense processing through Concur to ensure reimbursement, personal amounts owing and account reconciliations are managed promptlySystem functionality expert - utilise internal systems (Salesforce/Concur), complete accurate data entry into internal management information systems and be responsible for accurate collation of information to senior managementBecome integral part of business and understand group prioritiesPartnership with assistants across the IB group to provide coverage for absence and team support where necessaryEssential skills/experience: Professional client handling and relationship building with all clients, senior management and cover groupsFull competency in diary management, can apply good judgment and has an understanding of competing prioritiesStrong interpersonal skills and a professional executive communication style Experience of dynamic travel organisation and the production of accurate itineraries Must demonstrate pro-activity and ownership of tasks and roleStrong technical capabilities in Microsoft packages including Outlook, Excel and Word as well as Expense systems and CRM systems Awareness of the expense arena and the importance of continuous management and cycles Presents a polished, professional approach and maintains a calm and composed manner whilst demonstrating the ability to work in a pressured environment Exhibits a positive, common sense and constructive attitude to drive and manage tasks and time effectively Is flexible, willing and open to change Independently follows up on tasks and stays ahead of arrangements and requirements, displays good use of initiative and follow through to completion. Has a high level of attention to detail and delivers high quality results Is a team player who can build networks and work in partnership Solutions orientated Acts on opportunities to go above and beyond their day to day activities Qualifications:Financial services industry background preferredProficiency in Microsoft Office Products Excellent verbal and written communication skills Ability to adapt to new tasks and be flexible Ability to exercise independent judgmentAbility to prioritise and handle multiple assignments simultaneouslyDesire to work and excel in a team environmentDelivers clear, effective communication and takes responsibility for understanding others #LI-BC1 William Blair is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from the military service or on the basis of a physical or mental disability that is unrelated to the employee's ability to perform the duties of the job applied for. EOE m/f/d/vBe aware of hiring scams: William Blair has clear processes and guidelines with regards to recruiting. We do not request personal financial information in connection with an employment application nor does William Blair extend any employment offers without first conducting an interview through one of its registered offices. William Blair does not use instant messaging services such as WhatsApp, Telegram, or iMessage as part of the recruiting or interviewing process.Note to External Recruiters / Search Firms: William Blair does not accept unsolicited resumes and will not pay for any placement resulting from the receipt of an unsolicited resume. Any unsolicited resumes received will not be considered as a valid submission.Download William Blair's privacy policies for job applicants:Contact us
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