Executive Assistant, CEO Office – London Office

We are a diverse international organisation that values the different experiences and perspectives individuals bring. A business where everyone is treated with dignity, empathy and respect.

Job Title

Executive Assistant, CEO Office

Location

London Office

Reporting to

Sonja Petch – Chief of Staff, CEO Office

Team Structure

This role sits within a three person CEO Office team: the Chief of Staff, the Executive Assistant and an Executive Administrative Assistant. The Executive Assistant provides day-to-day support to the Chief of Staff, while the Executive Administrative Assistant handles non-time-critical tasks and provides cover during holiday and absence.

Hours of work

• 9am to 6pm (flexibility required)
• 1 hour lunch break
• Office based
• Very occasional evenings or weekends on an ad-hoc basis

Company Background

Cain is an investment-management firm that shapes the value of places, brands and businesses through strategies spanning landmark developments, residential and hospitality, supply-chain infrastructure, and sports & entertainment.

Established by Chief Executive Officer Jonathan Goldstein in partnership with Eldridge Industries, the firm manages approximately $14.6 billion in assets under management. It operates from offices in London, New York, Miami, Los Angeles and Luxembourg, supported by a broad network of global partners. For more information please visit www.cainint.com.

Responsibilities

The culture is open and honest, respectful but relaxed.

The role is busy, fast paced and subject to regular change. It sits within the CEO Office, working closely with the Chief of Staff, CEO Office to keep the CEO operational across his professional and personal life. Jonathan Goldstein, the CEO, is hectic, demanding, generous, kind and friendly, and operates with an open-door policy.

The successful candidate will be comfortable supporting rather than leading, while being capable of running significant parts of the CEO Office independently.

This role is reactive as much as it is proactive, with tasks including but not limited to:

This role is reactive as much as it is proactive, with tasks including but not limited to:

Diary and travel:

• Diary management for the CEO
• Extensive travel management (visas, commercial and private flights, hotels, private homes, ground transfers), often with last minute changes, including some personal travel for the family
• Frequently working across multiple time zones when coordinating calls and meetings

Inbox and communications:

• Monitoring the CEO’s inbox: reading emails, flagging action items and filing
• Screening telephone calls and acting as gatekeeper for the CEO’s office
• Dealing with incoming email and post
• Dictation and accurate proof reading

Meetings and preparation:

• Collating meeting papers and occasionally researching people or companies
• Printing papers ready for meetings that day
• Double checking meeting rooms and video links have been added to invites ahead of meetings, and connecting the CEO to calls where required
• Maintaining the catch up and payment lists

Expenses, payments and compliance:

• Expense submission for the CEO, Chief of Staff and chauffeur via Concur
• Maintaining the personal payment log and supporting documentation
• Managing compliance requests, both personal and corporate
• Handling tax requests and payments alongside the CEO’s tax advisors

Chauffeur and property:

• Diary management for company driver
• Company driver mileage, timesheets and overtime, and sending timesheets to HR
• Overseeing the needs of the CEO’s properties, including payments and maintenance requests

Personal and family support:

• Dealing with personal requests from the family, including insurance cover for homes and cars, liaising with housekeepers and property staff, event coordination, car services

General administration:

• Photocopying, printing, scanning, filing, archiving, inputting business cards and updating contact information
• Maintenance of hard copy and electronic filing
• Dealing with invitations and coordinating responses to events
• Assisting with the coordination of company events
• Actively keeping records up to date, including contacts, artwork, insurance and invoices
• Handling ad-hoc reactive needs for the CEO and Chief of Staff, CEO Office, managing ongoing administrative tasks
• Management and distribution of sporting tickets
• Running day to day errands…