Executive Assistant for JP Morgan & Chase | Onsite JHB
Position Description
We are looking for a detail oriented and organised individual to fill a dynamic role involving Executive Assistant and Roadshow coordinator responsibilities to support our Equity Research team. This role will involve admin assistant responsibilities, including coordinating roadshow calendars, schedules, logistics and expense reconciliation. Our ideal candidate should have excellent written and communication skills, the ability to prioritise effectively and meet deadlines while managing several roadshows running concurrently, ability to remain calm and focused under pressure, resolve problems quickly and manage conflicts of interest between different parties.
Job responsibilities
Corporate Access and Roadshow Co-ordinator:
Planning and execution of all aspects of all Deal/Non-deal roadshow and Investor Trip/Sector Tour activity for EMEA region: to include client liaison and travel management (flights, hotels, cars); one-on-one meeting scheduling; group meeting venue booking and all related logistical elements – audio visual, catering; client registration; profile production, presentation distribution; financial reconciliation
Deal and Non Deal roadshows, Investor days, Site Visits, Analyst Marketing:
- Drafting of proposed schedules for deal/ non deal marketing in required system
- Advising and organising of all logistics involved
- Communicating with corporate, sales, bankers and research teams
- Sourcing and booking of venues for group presentations and conference calls/ tele-presence. This includes the designing of the invitations and monitoring the responses
- Arranging production and delivery of presentation material and preparing information packs with investor profiles for clients
- Effective management of budgets and expense reconciliation for roadshows
- Multiple roadshows and investor tours/ trips and corporate access coordinated at the same time
- Work closely with equity sales teams, research teams and other divisions to coordinate conferences, private meetings, analyst marketing, deal and non-deal roadshows
- Liaising with senior management of corporate institutions on roadshow arrangements and related queries
- Being responsive, addressing issues/ concerns and disputes quickly, professionally and in good faith
- Safeguarding client privacy
- Designing of roadshow invitations and monitoring responses
- Arranging production and delivery of presentation material and preparing information packs with investor profiles for clients
- Sourcing and booking of venues for group presentations and zoom calls
Executive Assistant / Team Management:
- Advising and organising of all logistics involved both local and international (flights, hotels, transfers), production of accurate itineraries, and Process LOB invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed timeously and managing all related queries and issues. Completion of monthly corporate card reconciliations
- Effective management of budgets and expense reconciliation for roadshows and business travel
- Advising and organising of all logistics involved both local and international (flights, hotels, transfers)
- Experience of managing schedules using a web-based scheduling/event management tool – P1 and Corporate Access. Strong technical capabilities – knowledge of Excel and Pitchpro and a desire to learn new skills including these
- Experience of managing schedules using a web-based scheduling/event management tool – P1 and Corporate Access. Strong technical capabilities – knowledge of Excel and Pitchpro and a desire to learn new skills including these
Requires qualification, capabilities, and skills
- Ability to learn new Roadshow co-ordination systems
- Strong project-management abilities, prioritising skills & ability to work on own initiative
- A solid EA skill set working with senior individuals with a strong degree of flexibility given the demand nature of the role
- Strong interpersonal, written and oral communication skills. Ability to communicate at all levels
- Excellent telephone etiquette and ability to manage competing priorities
- Strong attention to detail, organizational skills and time management is essential
- Accurate budget-management and financial reconciliation
- Team player with ability to be flexible
- Ability to multi-task, deliver a high volume of projects simultaneously and to work to strict deadlines
- Candidates will primarily have a proven track-record in financial roadshow–management
