Job Summary
Business assistant is required to support the Global Investment Banking business in Madrid. We require an experienced, professional assistant, with a proven track record as a business assistant.
The business assistant will support GIB Bankers in their everyday tasks. The functions covered are diverse and require a great deal of interaction with other members of the firm.
Job Responsibilities
Proactive diary management, set up of meetings and conference calls, internally and externally.
Business travel arrangements, 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.
Expense management: process receipts through CONCUR system, reconcile accounts monthly.
Telephone support for wider group with particular focus on senior coverage during the absence of peers.
General office administration including archiving, filing and stationery orders.
Raising systems, applications requests and maintaining vacation schedules.
Covering 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 times.
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 detail-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.
Ability to work within tight deadlines.
Proactive attitude and problem-solving skills.
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