PA to the LME COO and Senior Mgmt Team, COO Office

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Corporate Grade:

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This role will be responsible for providing secretarial and administrative support to the LME Chief Operating Officer and Head of Trading and the senior management team that report into that role.  Core tasks will include meeting organization, diary facilitation, travel booking and expenses management for both the LME COO and the senior management team.

To work closely with the Senior EAs for LME and LMEC, ensuring that there is a co-ordinated approach across the business departments to support internal processes. 

Responsibilities:

• Diary management

• Diary management for the LME COO and Head of Trading
• Communicate, book, update, cancel internal and external meetings for Team Heads and ad hoc for other team members
• Update LME COO /Head of Trading calendar relating to Senior Management Team absences (holidays, travel, conferences, working from home, etc)
• Accept/decline meetings for Team Heads (dependant on their preference)
• Arrange meeting rooms and catering

• T&E/Financial

• Make sure business trips are booked appropriately
• Make sure trips are booked within policy guidelines and the correct approvals have been sought
• Raise Purchase Requests for relevant travel
• Prepare expenses claims and keep track record – team members must provide expenses at least 48 hours before submission deadline
• Receipting of Purchase Orders
• Keep track of COO/Head of Trading department budgets and ensure all requests made are within the approved budget, report back to the COO/Head of Trading.

• Administration support

• To assist the LME COO in staffing and office planning
• To assist in the preparation of PowerPoint presentations, as requested
• To assist in any Intranet changes for the COO team, as required
• Raise any HR related form, as required (new starter, contractor approval, IT notification)
• Raise Cherwell (IT) tickets on behalf of team members
• Budget tracking, Raise Purchase Requests as required by team members and department Contractors (as required)
• Attend department and Committee meetings and take minutes

• Management information

• Provide management information, as and when required

• Ad hoc projects, as required

• Maintain office filing and storage systems
• Support planning of LME COO/Head of Trading events/activities and LME hosted events
• Support preparation of team deliverables
• Support BAU processes as agreed