Provide diary management, set up of meetings and conference calls, internally and externally
Arrange business travels, extensive travel over various time zones, coordinating logistics for business trips and preparing itineraries, flights, hotels, ground transportation, visas, following corporate policy
Assisting visitors from outside J.P. Morgan Madrid organization
Managing agendas, following up on internal and management meetings and dealing with multiple and/or urgent meeting conflict
Manage expenses - process receipts through CONCUR system, reconcile accounts monthly
Provide telephone support for wider group with particular focus on senior coverage during the absence of peers
Administer of general office tasks including archiving, filing and stationary orders
Support in raising systems, applications requests and Maintaining vacation schedules
Help in overing and collaborating closely with other administrative assistants and team members Expected to work as part of a larger administrative group, working in partnership with other assistants to ensure cover is provided to the area at all time. Expected cover for other assistants within the group when required.
Handling printing and binding presentations
Onboarding new members of the team, accesses and logistics
Required qualifications, capabilities, and skills
Proficient level of English
Technology savvy, with proficiency in Microsoft Office products in particular Outlook, Excel and PowerPoint
Excellent interpersonal and communications skills, both written and oral
Self-starter, extremely organized and detailed-oriented with strong commitment to accuracy
Absolute discretion when dealing with confidential matters
Proactive anticipation and thinking - looking ahead and ensuring all meetings are confirmed and correct, making changes to mail groups to reflect organization changes without being prompted
Keen team-player / partnership ethic – expectation to work as part of a strong administrative team, working in partnership with other assistants to ensure cover is provided to the area at all times.
Ability to multi-task effectively in a busy environment and re-prioritize
Ability to demonstrate previous success as an assistant including experience of expense processing and basic account management