The role of a Business Assistant Analyst - Supervisor is diverse in providing senior administrative support and managing a team, within a very fast-paced environment. Candidates should demonstrate advanced level expertise in an Executive Assistant capacity and the ability to adapt to changeable priorities from a logistics, project or people and stakeholder management perspective.

• Supervisory responsibilities will include partnership with BSM Assistant Managers, HR, LoB stakeholders and support functions, to oversee a team of Executive Assistants and ensure coverage across lines of business.
• You must be organized, and solution focused, with a strong eye for detail and the ability to navigate change quickly and professionally. You will be responsible for recruitment, talent and performance management for direct reports, and able to own and deliver project related tasks, with minimal guidance.
• As work associated with Business management may feature in this role – some previous experience and a good understanding of the inner workings of the financial business is desirable.
• You will have experience in a similar position within the financial industry for a minimum of 5 years. Additionally, you should have a high degree of confidentiality, a strong work ethic, good time management, resourcefulness, diligence, and a strong business and client deliverable focus, given the demanding nature of this role.

Supervisory Responsibilities

• Supervision of Assistants and coverage - day-to-day staffing, monitor timekeeping, absence, and holidays, run reporting using firm tools and ensure a successful support model to meet business requirements and adapt proactively
• Work closely with various internal support groups (including BSM, HRGPS, EMT, Business & Facilities Management, Recruitment) share knowledge and promote adoption of best practices
• Individual contributor responsible for implementing defined processes within a specific area and providing oversight and guidance to less experienced staff in a mentor capacity. Encourage transmittable personal brand
• Permanent and contractual recruitment; can develop a strategic coverage plan, gain business approval and partner with internal support groups, outline talent requirements to meet specific business demands. Able to negotiate terms and timeframes effectively, and close out hiring successfully
• Partner with HR to raise personnel issues in the first instance relating to performance and wellbeing. Know when to escalate to Assistant Manager for support and guidance
• Manage Assistant review process end to end; host regular “Check-In” sessions throughout the year with direct reports and business stakeholders, gather feedback, draft Year End documentation and be confident delivering feedback.
• Partnership with Assistant Manager on Compensation planning.
• Maintain close links with Assistants, Business Managers and front office senior stakeholders. Become an integral point of contact and own communication end to end
• Manage day-to-day responsibilities in addition to ad hoc projects (as needed)

Executive Assistant responsibilities

• Senior Executive support to Regional Heads of business, and management Executives
• Strong network and partnership at senior level with support functions such as Travel providers, Global Technology, Expense Management, Business Management, HR/ER & Business Support Management.
• Advanced use of Outlook suite to include inbox and diary management, seamless coordination of changeable priorities; internal and external meetings, client facing interaction, conference calls, telepresence logistics and orchestration of Off-Sites/Town Halls/Skip-Levels, senior board engagements.
• Forward thinking approach and ability to pivot swiftly in response to multiple, complex business needs dealing with senior public figures and officials across various industries globally
• Ownership of complex multileg travel arrangements working within policy: co-ordination of flights, trains, check in, VISAs, accommodation, and ground transportation logistics. Handle a multitude of frequent changes at short notice and prepare accurate travel itineraries.
• Oversight for expense processing in partnership with On/offshore EMT. Build a good rapport and actively manage process end to end.
• Retain Industry Knowledge in partnership with senior leads & business management, become an integral part of business, understand group priorities and senior stakeholder expectation and act on behalf of stakeholder confidently with a strong degree of ownership.
• Strong utilization of internal systems, complete accurate data entry, produce reporting, MIS and metrics, and collate information using MS Office suite as required within set timeframes
• Executive time management – plan and forecast seniors annual schedule to include specific milestones in line with JPM expectations and planning. Draft agendas for senior leaders visits and facilitate the smooth running.
• Take ownership of broader initiatives such as projects, budgets, reporting and metrics and work in partnership with Business management to contribute meaningful deliverables
• Understand the underlying mechanism of JP Morgan and how different businesses fit into our organizational structure.
• Confidence and ability to work with Corporate Press Office, GS&I and other senior support groups
• Brand Ambassador and role model in the administrative arena (may be required to direct the work of less experienced staff in a mentoring capacity)

Person Specification

• Highly Confidential
• Strong personal brand, with high level independence and a lead by example mentality
• Relevant experience in a support role to include direct management experience
• Acts with integrity and able to influence others in a positive manner
• Is pro-active as well as re-active, a self-starter with positive energy
• Strong problem-solving skills and experience
• Confident with public speaking and able to articulate clearly
• Strong MS office skills to provide reporting/analysis as required
• Strong partnership skills (business managers, corporate groups, assistants etc)
• Can take ownership of work and projects, drive an agenda, and manage end to end
• Professional executive client handling, ability to build and maintain business relationships with senior members of the firm and their assistants
• Advanced executive diary management, can apply good judgment and understand competing priorities, manage in parallel
• Strong, executive communication style both written and verbal with high degree of confidentiality, professionalism and gravitas across all levels
• Can champion expense policy and challenge stakeholders at point of booking where necessary
• Polished, professional approach, calm and composed manner, ability to work in a pressured environment and partner effectively across different hierarchies
• Has a high level of attention to detail and delivers high quality results
• Fully understands the culture of an Investment Bank, can quickly grasp the political landscape and key people within the organization
• Can act as a role model and mentor to peers