We are seeking an exprienced Executive Assistsnat to co-ordinate and proactively manage the busy diary of the Head of Asia Pacific (ex Japan).

Co-ordinate and proactively manage the busy diary of the Head of Asia Pacific (ex Japan) including:

• Scheduling appointments and meetings to maximise use of time.
• Managing the diary, initiating and arranging meetings in an interactive manner, including regular update meetings with various directors and managers, wherever located.
• Arranging travel programmes, including planning, bookings, accommodation, expenses, itineraries, etc. for the Head of Asia Pacific (ex Japan).
• Manage the Head of Asia Pacific (ex Japan)’s attendance at meetings via timely reminders and preparation/provision of relevant papers.
• Completion of expense submissions.
• Manage and prioritise own workload effectively to achieve agreed service/ business standards.  

Act as the primary point of contact for the LGIM Asia office with respect to external and internal stakeholders’ engagement with the LGIM Asia business including:

• Facilitating information requests and meeting arrangements.
• Managing and responding to straightforward communication.
• Establishing and maintaining good relationships with the PAs of key internal and external contacts.
• Coordinating the visits of Executives to the region.
• Coordinating client and other external meetings.
• Coordinating and managing events, including travel and accommodation arrangements, venue arrangements, coordinating invitations and event attendance.
• Screening incoming telephone calls as necessary and dealing with general enquiries or transfer as required.
• Actively managing incoming correspondence, including emails by prioritising, responding, and taking appropriate action.

Active involvement in various business activities, including confidential work and liaising when necessary with employees, clients and LGIM and Group stakeholders including:

• Attending meetings and summarising action points for the Head of Asia Pacific (ex Japan) where appropriate.
• Providing coordination and organisational support on strategic and other business initiatives at the direction of the Head of Asia Pacific (ex Japan) or other Responsible officers including projects to enhance the delivery of business activities and achieve business efficiencies (for example, travel and accommodation agency arrangements, supplier arrangements etc).
• In collaboration with the Office Administration Assistant, proactively improve and implement systems to ensure the smooth running of the office.
• Formatting documents, briefing papers, reports and PowerPoint presentations as required by the Head of Asia Pacific (ex Japan).

Carrying out other ad hoc duties/tasks as follows:-

• Providing occasional executive assistant support to the other Responsible Officers
• Scanning, filing and archiving documentation and other client correspondence
• Updating client databases
• Responding to client queries and preparing client reports where necessary

• Demonstrable experience of working in a similar role at a comparable level in a financial services company.
• Solid communication skills (written and verbal) and able to demonstrate this both internally and with external suppliers. Able to work effectively under pressure and prioritise tasks accordingly.
• Proficient keyboard skills, good knowledge of the MS office suite and able to use: Word, Excel, PowerPoint, Outlook, Telephone system, Intranet/Internet
• Able to develop a comprehensive understanding of the key responsibilities and interaction of each of the business areas in LGIM, the processes carried out in the business and organisational structures.
• Understands the aspects of their work which are affected by regulatory requirements.
• Understands the requirements for data protection, money laundering and health & safety.
• Understands the requirements for telephone calls, e-mails, letters, minutes, agendas etc.
• Able to set up, review and use filing systems (paper and electronic) including use of Public Folders.
• Familiar with all aspects of travel administration.
• Proactive, solutions oriented and client focused service approach.

Whatever your role, we reward ability, performance and attitude with a package that looks after all the things that are important to you, ensuring that your work will be rewarded when you join us.