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Admin Assistant, Team Lead (Fixed Term)

Russell Investments

Russell Investments

London, UK
Posted on Friday, June 7, 2024

Business Unit:

Global Sourcing & Corporate Services

Job Description:

Role Summary

Joining our Global Sourcing & Corporate Services department means you will be part of a passionate and supportive team that believes what we do matters to our clients and investors. You will be key to supporting our EMEA Administrative Services users as well as unifying and standardising process and procedures within the EMEA Administrative Services team. You will provide a unique set of skills by helping to organise and optimise local and regional operations. You will help document tasks for the team which will drive a culture of client service excellence.

In this role you will be responsible for:

  • Overseeing/monitoring the Administrative Assistants in the EMEA Administrative Services team.

  • Providing back up coverage for team members and London Reception when required.

  • Providing outstanding technical, analytical, client service, project management, and administrative support to the EMEA Administrative Services users.

This role is a 12 month FTC.

The responsibilities of the individual in this position include:

Regulatory and business conduct

  • Displaying exemplary conduct and living by our organisation’s Code of Conduct.

  • Taking personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct across the business.

  • Effectively and collaboratively identifying, escalating, mitigating and resolving risk, conduct and compliance.

Leadership and management

  • Recognising and reinforcing associate developmental efforts and progress.

  • Helping associates to develop a clear understanding of change management.

  • Ensuring that associates understand how their goals and work relates to the business unit’s overarching goals.

  • Monitoring EMEA Administrative Services Team (mailbox) with the team to ensure timeliness and quality of tasks are executed accordingly.

  • Providing activity reports to management on a monthly/quarterly rotation.

  • Providing feedback and working closely with EMEA Regional Manager on current policies and procedures to ensure proper effectiveness.

Effective communication and collaboration

  • Prioritising conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.

  • Assisting and cooperating with other teams as needed, including assisting other team members during busy periods and providing coverage in the absence of other team members.

  • Reviewing, coordinating, and updating with team support the Global Standard Operating Procedures on an annual basis.

  • Well-versed in technologies and programs such as OneNote, SharePoint, OneDrive, Teams, Skype, Zoom, Video Conferencing, mobile devices, and mobile applications.

  • Understanding of corporate policies (travel, expense, compliance) to ensure tasks are completed within the scope of said policies.

  • Partnering with several business units (compliance, marketing, sales, etc.) to collaborate on various tasks.

Administration and business support

  • Assisting with the scheduling and coordination of complicated meetings (internal and client) from inception to completion using all available resources.

  • Composing, updating, and preparing correspondence and presentations noting and respecting confidentiality.

  • Compiling and filing expense reports using multiple currencies.

  • Managing business travel, ensuring the schedule is organised efficiently, prioritising most important items, and resolving all conflicts.

  • Effectively managing a variety of special projects, some of which may have department/business unit impact.

  • Coordinating Compliance approval for materials, communications, and presentations used for client meetings.

  • Fulfilling other projects and duties as assigned.

The successful candidate will have extensive demonstrable skills and experiences including the following:

  • Previous experience working in a similar position, within an asset management and/or financial services organisation, is a plus.

  • Bachelor's degree or equivalent experience / qualification preferred.

  • Experience supporting a C-Suite Executive or equivalent is a plus.

  • High level of professionalism.

  • Exceptional customer service, communication, and organisational skills.

  • Expert knowledge of OneNote, SharePoint, OneDrive, Teams, Skype, Zoom, Video Conferencing, mobile devices, mobile applications, and MS Office including Word, Outlook (specifically calendar management), Excel, PowerPoint.

  • Leads individuals, and teams, to objectives and drives results; inspires the highest levels of performance.

  • Promotes and facilitates the work of a group as well as contributing as a productive member of the team.

  • Works effectively with people from a range of different backgrounds.

  • Ability to build strong working relationships with colleagues and stakeholders.

  • Communicates in writing, and orally, in a manner that is appropriate to the intended audience, using accepted business standards of grammar and spelling.

  • Maintains regular contact and builds strong working partnerships with clients and suppliers.

  • Is resilient under pressure; maintains effective performance and a positive outlook when experiencing change or disappointment.

  • Self-motivated, shows initiative and creativity in all aspects of work (e.g., creating new methods to streamline tasks).

  • Strict adherence to treating sensitive information in confidential manner.

  • Capacity to work effectively under pressure and to tight deadlines.

  • Ability to work flexible schedules when needed to support executives.