Executive Assistant I

The Executive Assistant (EA) will provide high-level support to the SVP Risk Sales & Marketing, the SVP Risk & Compliance , and the SVP & GM of Geopolitical Risk . Although reporting to the lead EA, you will take the lead in providing excellent, pro active, fast paced, support for the three SVPs. This is a high-volume role for an experienced assistant who always anticipates the next step and excels in a fast-paced, informal, open plan environment.

Core Responsibilities Diary & Meeting Management

• Act as an enabler for each of the SVPs by anticipating needs before they are articulated and ensuring the leadership team operates at peak efficiency.
• Constantly monitor each of their diaries to ensure there are no conflicts during the day, week and beyond.
• Proactive Time Management: take ownership of complex, multi-timezone diaries, pro actively building in essential, buffer zones for travel, reading and thinking time
• Anticipatory Action: Review upcoming meetings and automatically schedule necessary pre-meetings, preparing presentations and internal briefings to ensure the SVPs are prepared and adhere to deadlines
• Email: Monitor and “pull” actionable items from each SVPs inbox/sentbox, leave responses in draft to highlight emails that require a response
• Execution: action all requests - especially diary availability for senior stakeholders - immediately to ensure no bottleneck, ensure their diaries are peppered with “to do” reminders in order to hit deadlines
• Ensure meeting rooms are allocated to invites

Communication

• Work with the SVPs direct reports, internal teams and external contacts.
• Be confident to know how to phrase sensitive communications and how to draft emails in a friendly, informal but professional tone
• Weekly individual meetings with each SVPs to cover their schedule, workload, reminders, travel now and in the future
• Weekly individual meeting with the lead EA to ensure deadlines are met, cover what’s coming up
• Use Google Chat for “just-in-time” reminders and real-time priority shifts for example, your next meeting room has changed.
• Provide a weekly round up to each SVP confirming travel, logistical arrangements, and diary update not covered in weekly diarised chats

Travel & Expense Management

• Itinerary Planning: end-to-end management of travel, including visas, flights, trains, cars and accommodation. Anticipate potential disruptions (airport delays, transit times) and be available to handle any travel issues
• Manage expense processing via Concur with meticulous accuracy, ensure spend aligns with company policy and ensure expenses are submitted timely
• Be mindful of company policy and ensure hotel and flight expenditures are in line

General Business Support

• Provide cover for the Lead EA, ensuring the EVP’s office remains fully supported during absences.
• Assist with yearly off site Sales internal events
• Keep accurate and up to date org charts and distribution lists for each SVP
• Discretion to sensitive and confidential company and personal information that others may not be privy to.

You Will

• Thrive on speed, responding to requests instantly
• Brings solutions, not just questions.
• Comfortable in a fast-moving, less-corporate atmosphere, but maintain 100% discretion and a “C-Suite” standard of output.
• Available to handle emergency travel or schedule changes outside of standard hours when the business requires it.

Experience & Skills

• Proven Track Record: 5+ years of experience supporting high-level executives (SVP/C-Suite) in a global, fast-paced environment.
• Thrive in an open plan office environment, relaxed but busy
• Ideally have Google Workspace (Gmail, Drive, Calendar, Slides) and Concur
• Ability to manage multiple high-profile diaries across several international timezones simultaneously and multiple meeting requests
• Location: Based at the London Bridge office (minimum 3 days/week) in coordination with the Lead EA.

Our Benefits

• Comprehensive Healthcare Plans
• Paid Time Off
• Retirement Plans
• Comprehensive Medical, Dental and Vision Insurance Plans
• Education Benefits
• Paid Maternity and Paternity Leave
• Family Care Benefits
• Commuter Transit Program
• Subscription Discounts
• Employee Referral Program

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