Team Assistant

Overview of the Firm 

FGS Global is a preeminent global communications and public affairs consultancy. Headquartered in New York, the firm is a global strategic advisory and communications consultancy, with over 1400 multidisciplinary experts across the world’s major financial, government, business and cultural centers. FGS Global is a leader in crisis, corporate reputation, public affairs and capital markets and M&A advisory, as well as an acknowledged leader in boardroom communication counsel. The firm supports its clients in addressing a myriad of stakeholder concerns leveraging its capabilities in research and insights, media placement as well as content, digital and data.

The company was formed through the merger of leading strategic communications consultancies Finsbury Glover Hering and Sard Verbinnen in December 2021.

FGS Global serves its global client base from offices in Abu Dhabi, Amsterdam, Beijing, Berlin, Boston, Brussels, Calgary, Dubai, Dublin, Düsseldorf, Frankfurt, Hong Kong, Houston, Kingston, London, Los Angeles, Munich, New York, Paris, Riyadh, San Francisco, Shanghai, Singapore, South Florida, Tokyo, The Hague, Toronto, Vancouver, Washington D.C. and Zurich.

The Role

Primary Responsibilities

Executive Assistant: 

• Proactively organise schedules and manage diaries for senior team members, specifically Partners and Managing Directors.  
• Think ahead, anticipate and solve for issues.    
• Support in managing emails and coordinating requests as required, including travel, accommodation, visa, immigration matters and all other administrative tasks. 
• Maintain diaries and schedule internal and external meetings accordingly.  
• Schedule conference calls, video conference meetings, in-person and off-site meetings. 
• Provide administrative support composing presentations, drafting reports, assisting with key documents. 
• Assist Partners and Manging Directors with monthly expense reconciliation, timesheet compilation and ad hoc personal support.  
• Provide technical assistance during calls, presentations, projects, etc. 
• Work closely with the Business Operations Assistant to ensure that the company’s work environment and premises are kept in good order.  

Office Management:

• Handle reception duties, meet and greet incoming visitors as soon as they arrive at the office.
• Manage office supplies, printers and facilities, including purchasing, maintenance, repair and stocking.
• Receive, sort, and distribute daily mail/deliveries and organize courier services when needed.
• Work closely with colleagues in IT, Finance and other business support team members to assist with daily administrative activities, including expense claims, vendor registration and payment, contract signing (chopping, courier and filing), invoicing formalities (billing information collection).
• Develop a good working relationship with third parties who provide finance and business support services to FGS Global.
• Communicate information, announcements and messages promptly to the wider team (e.g. office logistics, building updates).
• Help to create a positive and enjoyable environment.
• Support client teams on certain logistics arrangements eg. ad hoc printing, team bio photo arrangement.
• Coordinate and organize supply of team refreshment coffee/snacks, including regular Thursday happy hours and team events throughout the year.
• Support the coordination and organization of client events acting as front of house for these events, sourcing catering vendors and coordinating the catering and event set-up.

Desired Skills & Qualities

• Strong interpersonal skills. People orientated, with a client service mentality.
• Strong collaborator and team player, skilled in convening people and acting as an effective conduit between different stakeholders.
• Effective communication skills, both verbal and written.
• Excellent attention to detail and problem-solving skills.
• Solutions orientated mindset with strong problem-solving skills.
• Self-driven with a strong sense of responsibility.
• Proactive and autonomous with the flexibility to adapt to ever-changing priorities and responsibilities.
• Work autonomously with minimal guidance. Ability to think ahead, anticipate and problem-solve.
• Enjoys fast pace & entrepreneurial environment.
• Proven ability to demonstrate absolute integrity and judgment in handling sensitive matters.
• Well organized with strong time-management skills and an understanding of how best to prioritize when dealing with multiple stakeholders and in a busy and dynamic environment.
• Prior administrative or assistant experience is a plus, but not required.
• Good working proficiency in English and Chinese language communication skills.
• Strong Microsoft Excel skills for reporting generations.
• Proficiency in MS Office (Teams, Word, Excel, PowerPoint etc.)