Executive administrative assistant

JOB DESCRIPTION As a J.P. Morgan Asset Management Executive Administrative Assistant, you will be responsible for performing an array of administrative functions requiring confidentiality, initiative and sound decision making for the executive, their team of managers, and other stakeholders. You will provide high-level administrative support by periodically providing research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, travel arrangements and scheduling meetings. You may also train other administrative staff and provide administrative direction for the team of assistants within this business unit. Additionally, the ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is crucial to this role. You should demonstrate experience in developing relationships in a highly matrixed organization, as well as experience in handling the administrative and executive support related tasks with minimal supervision. You will need to adapt procedures, processes and techniques to the completion of assignments and in line with the department s activities and goals. In addition to being Executive Assistant to the Head of International Equities, this role will involve coverage for: Head of the Global Investment Director Team (Managing Director) 2x Managing Directors, 1x Executive Director – Portfolio Managers within the International Equities Team Note: this role requires 5 days in the office. Job Responsibilities Acts as “face of office” for senior leadership Performs administrative tasks for MDs, including managing extremely active calendars of appointments, working very closely with managers to keep them proactively informed of upcoming commitments and responsibilities Arranges and maintains extensive travel plans and itineraries for both international and domestic travel, possess ability to proactively adjust and prioritize last-minute changes including logistics such as ground transport, conference rooms, meetings, engagements and catering, etc. Supports local event planning and execute as needed and/or support local employee engagement activities such as team recognition, events, etc. Provides support for visitors as required Researches, prioritises, and actions follows up on raised items from teams. Ensure deadlines are met and they have appropriate new systems access that may be required to perform such tasks Works closely with Business Manager on maintaining key documents including organizational charts and background materials. Takes succinct minutes and replays key takeaway and themes from senior meetings Onboarding of new employees Processes reconciliates expense invoice Liaising with facility staff in raising requests for team members (including, but not limited to desk moves, deliveries, tech support) Required qualifications, capabilities and skills Relevant experience working within Asset Wealth Management or similar environment, providing support to high profile stakeholders Demonstrate the highest level of integrity, confidentiality and trust Superior interpersonal and timely communication skills, exceptional telephone etiquette and strong business judgment with a friendly positive demeanour and enthusiastic approach at all levels Strong organizational skills, ability to multi-task and prioritize with excellent attention to detail, maintaining a poised attitude when under pressure with the flexibility to adapt to changing priorities in a deadline driven environment is essential Tact and good judgment in confidential situations and proven experience interacting with senior management Self-starter with ability to organize and manage own time independently, flexible approach to working hours when required, must be able to be in the office 5 days a week Open to change, resilient and keen to focus on problem solving and process improvement Highly proficient in Microsoft Office and Concur ABOUT US J.P. Morgan is a global leader in financial services, providing strategic advice and products to the world’s most prominent corporations, governments, wealthy individuals and institutional investors. Our first-class business in a first-class way approach to serving clients drives everything we do. We strive to build trusted, long-term partnerships to help our clients achieve their business objectives. We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. In accordance with applicable law, we make reasonable accommodations for applicants’ and employees’ religious practices and beliefs, as well as any mental health or physical disability needs. ABOUT THE TEAM J.P. Morgan Asset Wealth Management delivers industry-leading investment management and private banking solutions. Asset Management provides individuals, advisors and institutions with strategies and expertise that span the full spectrum of asset classes through our global network of investment professionals. Wealth Management helps individuals, families and foundations take a more intentional approach to their wealth or finances to better define, focus and realize their goals.