Executive Assistant

Executive Assistant & Office Manager

Location: London
Reports to: Group CEO

Role Overview

We are seeking an exceptional Executive Assistant & Office Manager to become a key member of our London team. This is a fast-paced, highly visible role supporting the Group CEO,  senior executives and key clients and contributing to the efficient operation of a dynamic international investment management business.

The successful candidate will be a proactive self-starter who thrives in a demanding environment, can confidently manage competing priorities, and takes ownership of tasks from inception through to completion. They will be highly organised, adaptable and resourceful, with the ability to anticipate needs, solve problems independently and maintain absolute discretion.

This role requires an individual who enjoys variety, can work across multiple workstreams simultaneously and is comfortable engaging with C-Suite exectuives, senior executives, board members, investors, clients and external stakeholders.

Key Responsibilities

Executive Support

• Provide high-level executive support to the Group CEO.
• Proactively manage complex and constantly changing diaries, prioritising commitments and identifying scheduling conflicts before they arise.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, itineraries and supporting logistics.
• Prepare executives for meetings through the coordination of agendas, briefing notes, papers and supporting documentation.
• Screen and prioritise incoming communications, ensuring urgent matters are escalated appropriately.
• Act as a trusted gatekeeper and representative for senior management.
• Track key actions, commitments and deadlines on behalf of executives and ensure timely follow-up.

Business Coordination & Stakeholder Management

• Serve as a central point of coordination across the Group’s offices and external partners.
• Build strong relationships with investors, clients, service providers, regulators and other key stakeholders.
• Coordinate board meetings, executive committee meetings and other governance forums.
• Prepare meeting packs, distribute papers and ensure all supporting materials are provided in advance.
• Produce high-quality minutes and maintain action logs, ensuring accountability and follow-through.
• Drive completion of actions by proactively engaging with stakeholders and monitoring progress.
• Manage external party onboarding process for UK office

Office Management

• Take ownership of the day-to-day management of the London office.
• Ensure the office environment remains professional, efficient and welcoming for staff and visitors.
• Manage relationships with landlords, building management, suppliers and maintenance providers.
• Coordinate office services, equipment, technology, stationery and facilities requirements.
• Monitor expenditure and manage office-related budgets effectively.
• Support health and safety compliance and act as a key contact for office-related operational matters.

Project & Operational Support

• Assist with business-critical projects and strategic initiatives as required.
• Support the implementation and coordination of operational improvements.
• Prepare presentations, reports and business documents to a professional standard.
• Organise and maintain electronic and physical filing systems.
• Assist with document execution, corporate records and administrative processes.
• Support onboarding activities for new employees and visitors.

Investor, Client & Event Support

• Coordinate investor and client visits, ensuring a seamless and professional experience.
• Support preparation of meeting facilities, materials and technology requirements.
• Organise corporate events, team events, conferences and external meetings.
• Maintain a strong focus on service excellence and professional presentation at all times.

Candidate Profile

The successful candidate will demonstrate:

Essential Skills & Experience

• Significant experience supporting senior executives in a fast-paced professional services, financial services or investment management environment.
• Exceptional organisational and prioritisation skills – able to work across multiple time zones as needed.
• Strong attention to detail with the ability to maintain accuracy under pressure.
• Excellent verbal and written communication skills.
• Advanced Microsoft Office skills, particularly Outlook, PowerPoint, Word and Teams.
• Experien…