Intern - team assistant

20 September England - Greater London, London Intership

To be part of a team providing administrative support to various teams and Heads of Department within Amundi, London Branch.
Acting as a first point of contact and thereafter sharing workload and responsibilities with  other members of the Administration team.
Main Tasks & Accountabilities:
-Support for Heads of Department / Management team
-Organising business trips for the relevant departments including booking flights, hotels, taxis and scheduling itineraries, and using initiative to resolve sudden changes to itineraries/schedules
-Calculating and processing expense claims from business trips
-Controlling and submitting of expenses claims for approval
-Maintaining diaries including arranging appointments
-Protecting and ensuring the confidentiality of all information
-Act as ‘gatekeeper’ for diary and pro-actively ensure diaries do not have clashes, use initiative to find resolutions and workarounds, highlight conflicting appointments
-Preparing general correspondence, including confidential documents, and drafting responses to correspondence,
-Organising incoming and outgoing mail, courier services, special delivery requirements
-Support for the other members of the team as and when needed
-Handling overseas visitors agendas
-Committees – scheduling numerous senior level meetings and preparing documents
-Screening telephone calls, taking and conveying messages where appropriate
-Providing admin support as and when needed
-Frequent liaison with Paris Head Office to assist with meetings and visitors etc.

-Printing and collating all documentation as required
-Organising other ad-hoc internal and external meetings
-Supporting with any other ad-hoc administrative support

Minimum of 6 months to 1 year's experience in administration.