Executive Assistant

Job Description

What is the opportunity?

You will provide proactive support to the Head of Client Experience and the Client Experience Team, managing executive diaries, coordinating projects.

This is a permanent, full-time role based in our London office, requiring 4 days in the office and 1 day remote working per week.

What will you do?

Executive Assistant duties:

• Pro-actively manage the diary of the Managing Director, Head of Client Experience, EMEA APAC to include scheduling internal/ external meetings, calls and conferences, and sending Outlook calendar invitations to participants to enable her to operate effectively and focus on strategic priorities, anticipating the requirements and priorities and effectively managing competing priorities using initiative to resolve sudden changes. Arrange meetings with key internal and external stakeholders, ensuring appropriate preparation, participation, follow-up, and clear communication to support effective decision-making and business progress.
• Arranging and facilitating internal/external meetings and conferences (e.g., diary availability, sign up logistics, dealing with associated invoices, booking rooms and/or facilities, and collating necessary documentation).
• Facilitating client relationship events, including restaurant bookings, and confirming attendees.
• Onsite Due Diligences – assisting with the coordination of these meetings (diary / presentation materials / room booking only).
• Pro-actively managing calls including ensuring detailed communications are accurately recorded and/or passed on.
• In conjunction with CWT (external travel company) and Concur (travel & expense system) co-ordinate travel and accommodation requirements, booking travel online and providing detailed itineraries ahead of business-related travel in adherence with the company travel policy for the Head of Client Experience and the wider Client experience team.
• Conducting general team administration, including processing and reconciling expenses claims and invoices, copying, scanning, and faxing.
• Assisting with Compliance and audit requests and filings as needed.
• Ensure objectives/initiatives/ tasks set by management and by the firm are completed in a timely manner.

• Focusing on improving team efficiency and process implementation.

• Producing and amending documentation as requested.
• Management of holiday calendar for the teams.
• Managing team events including socials, cards, and collections & lunch & learns for CE.
• Providing support to/ cover for other Assistants when required and ensuring that any such cover arrangements are clearly communicated to relevant stakeholders.

Client experience duties:

• Help coordinating projects alongside BD senior management to achieve business objectives, tracking actions and deadlines, and ensuring agreed objectives and initiatives are progressed and completed on time.
• Manage the onboarding and off-boarding process from beginning to end for new staff members on the Client Experience team. Liaise with HR, IT and key contacts to make sure the new staff member has everything they need. Manage documentation of onboarding procedures for new joiners and managers to ensure a smooth and efficient integration process Build and leverage relationships with stakeholders (support staff, sales teams, investment teams etc).
• Coordinating the Learning and Development Committee and scheduling GBD Teach-Ins sessions, promoting collaboration and consistent communication across teams.
• Coordinating the RBC BlueBay Senior Women’s Initiative.
• Act as the AI Champion for RBC BlueBay Assistants, supporting awareness, adoption, and effective use of artificial intelligence tools to improve productivity, consistency, and ways of working.
• Ensuring objectives/initiatives/ tasks set by management and by the firm are completed in a timely manner.
• Focusing on improving team efficiency and process implementation.
• Producing and amending documentation as requested.
• Any ad-hoc requests as driven by business needs and evolving priorities.

• Helping to coordinate projects alongside senior management to achieve business objectives.

• Organise and assist with department/companywide internal meetings.

• Communication link for Client experience, connecting with all assistants firmwide and support Business development Lead EA to coordinate efforts in all EMEA/APAC regions to work as one team.

**What do you need to suc…