Team Assistant

Job Purpose:

The Team Assistant will provide high-quality administrative support to the Living Capital Markets team, ensuring smooth day-to-day running of the department. This role will see the successful candidate providing proactive, efficient, and effective PA support to the team.  

Main Responsibilities:

Admin

• Comprehensive administrative support of the Living Capital Markets team, including coordinating and updating diaries, managing inboxes, arranging client meetings, booking meeting rooms/venues, preparing agendas, taking & typing up minutes/action points.
• Organising travel arrangements (trains, flights, hotels etc).
• Attend weekly team meetings, update WIP & provide any team updates.
• Printing and binding documents for pitches.
• Organise team strategy days / team events.    

Salesforce

• Adding & creating new jobs, managing fee allocations.
• Adding companies, contacts & properties.
• Performing conflict checks.
• Adding deal data.
• Drafting & raising invoices.
• Update fee forecasting.

Marketing

• Organise client activities & events hosted by the team, including:
  • Arrange catering and manage dietary requirements
  • Liaise with venues / hosts
  • Coordinate invite lists
  • Track invitations & RSVPs
• Arrange in house & external breakfasts, lunches & dinners.
• Assist with marketing the team brand via platforms such as LinkedIn.
• Create and send out property marketing emails via Adobe Marketo.
• Assist and contribute in team marketing meetings.

Finance

• Process team expenses.
• Manage reconciliation of company card payments.
• Liaise with external suppliers for timely processing of orders and payments.
• Monitor and manage team marketing budget.

Skills:

• Excellent written and oral communication skills.
• Excellent time management and organisational skills.
• Ability to work under pressure and to tight deadlines, as well as ability to handle multiple priorities.
• Able to maintain high levels of accuracy and attention to detail.  
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams).
• Must be proactive, able to use own initiative and possess a flexible attitude to the workload.
• Professional attitude, with a team-oriented mindset and “can-do” approach.