Newton - Senior Administrative Assistant I
45 Days Old
Newton is a global investment management firm owned by BNY Mellon, with offices in London, New York, Boston and San Francisco and has expertise in a range of disciplines, including global, regional and emerging-market equities, multi-asset strategies, absolute return investing and global bonds. A global, thematic approach to investment helps them achieve long-term perspective on global financial markets and economies and identify areas of long-term risk and opportunity. Our belief is that responsible investment is better investment for clients, and we consider ESG (environmental, social and governance) issues in relation to every company in which we invest. Our purpose is to improve people's lives through active, thematic and engaged investment which strives to deliver attractive outcomes to our clients and helps foster a healthy and vibrant world for all.
We're seeking a future team member for the role of Senior Administrative Assistant to join our team. This role is located in London - HYBRID.
In this role, you'll make an impact in the following ways:
- Stakeholder diary and communication management which includes (but is not limited to):
- Managing stakeholder diaries to ensure optimum use of stakeholder time e.g., reviewing all incoming meeting invites and accepting/declining as appropriate based on whether demand on stakeholder time is reasonable, ensuring that there is sufficient 'free time' between meetings, ensuring that diary time is reserved for stakeholders to complete other priority tasks e.g., mandatory training.
- Ensuring stakeholder is prepared for each meeting e.g., that where briefing papers have been provided the stakeholder has had scheduled time to read and, in the absence of briefing papers, liaising with meeting hosts to ensure that a clear reason/objective has been provided for the meeting.
- Organising meetings/events on behalf of stakeholder (including diary invites, room bookings, catering requirements, producing/collating/distributing briefing papers and other documents) and ensuring stakeholder is well prepared.
- Attending meetings/events to support stakeholder e.g., provide tech / presentation support, Minute taking and action tracking
- Supporting external guests e.g., arranging office passes, meeting and greeting
- Supporting stakeholder to comply with corporate policies related to diary events e.g., submission of Gifts and Entertainment reporting.
- Dealing with incoming communications (e.g., emails, hardcopy post, phone calls), screening requests and replying on behalf of stakeholders when appropriate.
- Producing stakeholder outgoing communications, monitoring for responses and completing follow-on actions as appropriate.
- Completing general administrative tasks which include (but is not limited to):
- Global travel arrangements (train, air, ground transport) and where appropriate assist with travel documentation such as Amex Traveller profile set ups and Visa applications.
- Accommodation bookings
- Restaurant and venue bookings
- Complex room booking requests and catering requirements.
- Expense submissions
- Corporate credit card applications
- Allocation of (digital) hardcopy post
- Stationery and business card orders
- Courier services bookings
- Subscription procurements
- Invoice processing
- New joiner set-ups
- IT requests
- Supporting stakeholders to utilise the BNY Mellon administrative support resources e.g., Reserve Space, Access Hub, MyHR and other 'self-service' tools.
- Sign-posting stakeholders to other BNY Mellon resources and contacts e.g., (people-related) corporate policies, on-line training offerings, and building facilities services.
- Other administrative tasks to support the Newton business, examples of which may include:
- Maintenance and oversight of hardcopy client files
- Distribution of hardcopy post
- Maintenance of cost-effective centralised stationery supply
- Office access card control
- Administration of Newton training sessions / programmes
- Represent the Business Administration team in meetings (internal) when required and demonstrate effective relationships with Newton colleagues and other BNY Mellon areas.
- Contribute to the collation of Management Information and Compliance reporting (and adhoc reporting to any other business area) e.g., work volume statistics and trend analysis, reporting into appropriate oversight groups and executive committees. Provide input into audit and control processes (internal and external auditors of Newton) on behalf of the team.
- Provide cover for other Senior Administrative Assistants and Executive Assistants, and administrative support to the Manager - Business Administration as required, and where appropriate provide input and support to key business strategic projects and initiatives.
To be successful in this role, The Senior Administrative Assistant will:
- Recognise the importance of their role (and the Business Administration team) in supporting the success of the Newton business.
- Support the Manager - Business Administration to provide an acclaimed and efficient administrative service, stepping outside of defined responsibilities to complete adhoc tasks when required.
- Be a strong gatekeeper for their stakeholders. Understand their stakeholders' responsibilities and business objectives, know who their stakeholders' key contacts are and build collaborative relationships with these internal and external parties. Will be able to always act confidently and professionally on behalf of the stakeholders.
- Be visible to their stakeholders and other colleagues, working full time hours with an in-office presence that aligns to their stakeholders' and team management requirements.
- Have excellent multi-tasking, organizational and communication skills, and the flexibility to adjust daily work routines as required e.g., to ensure priority tasks are identified and completed.
- Clearly display a proactive 'can-do' attitude and a drive to 'go the extra mile' in order to support their stakeholders (and other Newton colleagues). Have the ability to look ahead and 'around corners' to identify when stakeholders need additional help and to prevent or troubleshoot and resolve issues. Will be able to influence other team members to follow suit.
- Display a proactive approach to team excellence and growth by contributing to a Community of Practice within the Business Administration team that will support process improvements and allow the team to anticipate and adapt to changes. Achieve this by tracking changes to relevant BNY Mellon corporate policy, evolving working practices, and new technology solutions in order to maintain a SME-level knowledge.
- Build and leverage a network of BNY Mellon-wide contacts, building tactical relationships and SME level knowledge of BNY Mellon corporate policies and processes, building facility services, and self-service tools (e.g. Access Hub, MyHR) etc so that they are well placed to promote the appropriate use of these by Newton employees.
- Contribute to the collation of MI to quantify the volume of tasks completed, track efficiencies, and monitor resolution of issues.
- Be an inspirational role model for junior colleagues and actively support a positive team culture that is in line with Newton Blueprint behaviours and which enables the team to offer consistently exceptional service standards to stakeholders.
- Invest in their own career development path by identifying and utilising learning opportunities and completing value-add tasks. Correct low performance issues promptly and effectively, learning from the experience and ensuring issues are not repeated.
- Be a confident Microsoft Package user.
BNY Mellon offers an exciting array of future-forward careers at the intersection of business, finance, and technology. We are one of the world's top asset management and banking firms that manages trillions of dollars in assets, custody and/or administration. Known as the "bank of banks" - 97% of the world's top banks work with us as we lead and serve our customers into the new era of digital.
With over 238 years of rich history and industry firsts, BNY Mellon has been built upon our proven ability to evolve, lead, and drive new ideas at every turn. Today, we're approximately 50,000 employees across 35 countries with a culture that empowers you to grow, take risks, experiment and be yourself. This is what #LifeAtBNYMellon is all about.
At BNY Mellon, our inclusive culture speaks for itself. Here's a few of our awards:
- Fortune World's Most Admired Companies & Top 20 for Diversity and Inclusion
- Bloomberg's Gender Equality Index (GEI)
- Human Rights Campaign Foundation, 100% score Corporate Equality Index
- Best Places to Work for Disability Inclusion , Disability: IN - 100% score
- 100 Best Workplaces for Innovators, Fast Company
- CDP's Climate Change 'A List'
BNY Mellon offers highly competitive compensation, benefits, and wellbeing programs rooted in a strong culture of excellence and our pay-for-performance philosophy. We provide access to flexible global resources and tools for your life's journey. Focus on your health, foster your personal resilience, and reach your financial goals as a valued member of our team, along with generous paid leaves that can support you and your family through moments that matter.
BNY Mellon is an Equal Employment Opportunity/Affirmative Action Employer - Underrepresented racial and ethnic groups/Females/Individuals with Disabilities/Protected Veterans.
Employer Description:
For over 230 years, the people of BNY Mellon have been at the forefront of finance, expanding the financial markets while supporting investors throughout the investment lifecycle. BNY Mellon can act as a single point of contact for clients looking to create, trade, hold, manage, service, distribute or restructure investments and safeguards nearly one-fifth of the world's financial assets. BNY Mellon remains one of the safest, most trusted and admired companies. Every day our employees make their mark by helping clients better manage and service their financial assets around the world. Whether providing financial services for institutions, corporations or individual investors, clients count on the people of BNY Mellon across time zones and in 35 countries and more than 100 markets. It's the collective ambition, innovative thinking and exceptionally focused client service paired with a commitment to doing what is right that continues to set us apart. Make your mark: bnymellon.com/careers.
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- Location:
- London, England, United Kingdom
- Salary:
- £80,000 - £100,000
- Job Type:
- FullTime
- Category:
- Other