Citi Senior Assistant in London, United Kingdom

  • Primary Location: United Kingdom,England,London

  • Education: None

  • Job Function: Administration

  • Schedule: Full-time

  • Shift: Day Job

  • Employee Status: Regular

  • Travel Time: No

  • Job ID: 17057752

Description

Job Purpose:

The personal/team assistant will provide PA support to the EMEA Head of Employee Relations and EMEA HR Advisor responsible for HR, Business Management and Risk and Controls. Individual will also provide administrative support to the associated teams.

Key Responsibilities:

The following services and responsibilities will be provided to the Head of Employee Relations and EMEA HR Advisor and their teams:

• Provision of full PA support the Head of Employee Relations and HR Advisor including diary management, organising key meetings / conference calls, preparation of travel plans and itineraries, handling expenses

• Provision of ad hoc administrative support to the team

• Invoice processing - using P2P system, organizing paperwork for accounts payable, maintaining records and dealing with invoice payment queries

• Co-ordinate and produce presentations and monthly/quarterly reports

• Co-ordinate bookings for meeting room requirements including catering orders as needed

• Administration and organization of the various ER communication and consultation forums (Citi Communication Forum, Information Communication Forum and London Consultation Forum)

• Maintain team organisation charts, team information records and e-mail distribution lists

• Ordering stationery across the teams, maintaining central storage of office equipment / inventory

• Support maintenance and upkeep of agile working environment for 10th Floor

• Time and attendance system Super User used to track absence due to sickness / holidays

• Answer and screen general telephone calls into the Human Resources department as needed

• Co-ordinate new starters process within HR to include arranging systems access, security pass requests, IT requirements, preparing induction schedules, collecting from meet and greet etc

• Co-ordinate leavers process within HR to include collection of equipment, removing systems and building access etc

• General office duties to include Filing, Photocopying, Archiving, receiving visitors, managing general incoming/outgoing mail

• May assist with ad hoc reports and special projects

• Handling of confidential company information requiring a great use of discretion

• Assist and cover for other administrative staff within HR Department

Development Value:

• Organising working practices and processes that will effectively deliver a high level of administrative support to the manager/teams supported

• Developing ability to prioritise his/her own work and be able to escalate when necessary

• Familiarising him/herself with all the policies, procedures and work methods of the team he/she is supporting as well as the wider department

• Position enables the management of some administrative tasks, which will be the sole responsibility of the successful candidate.

Qualifications

Knowledge/Experience:

• Proven administration and organization abilities working across multiple teams

• Experience of working in a fast-paced and demanding environment

• Ability to prioritize across teams and multiple stakeholders

• Strong PC skills - including Excellent knowledge of MS Office: Outlook, Word, Excel and PowerPoint

• Knowledge of Citi systems such as Concur, P2P, GTA would be advantageous

Competencies:

• Delivers Results by setting high standards and showing Initiative

• Ownership and Accountability

• Ability to Manage in Ambiguity

• Excellent written and verbal Communication skills

• Works as a Partner / Relationship building

• Excellent Attention to detail and follow-through

Exceptional candidates who do not meet these criteria may be considered for the role provided they have the necessary skills and experience.

Valuing Diversity:

Demonstrates an appreciation of a diverse workforce. Appreciates differences in style or perspective and uses differences to add value to decisions or actions and organisational success.

Citi is an Equal Opportunities Employer