Executive Assistant

About the Role:

The Executive Assistant to the GM of the Middle East, the SVP of the Trust and the SVP of Digital Operations and Client Success plays a pivotal role in providing comprehensive administrative support. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle a wide range of tasks efficiently. The Executive Assistant serves as a vital link between the executives and other team members, clients, and external stakeholders. They should be a proactive and resourceful professional, capable of managing multiple priorities in a fast-paced and dynamic environment.

You Will:

• Support the GM of the Middle East (based in Dubai), the SVP of the Trust (based in London) and the SVP of Digital Operations and Client Success (based in London)
• Be based in our London office and work a hybrid schedule (3 days a week in the office)
• Be responsible for calendar management: Coordinate and manage the executives’ daily schedule, including meetings, appointments, travel arrangements, and other commitments. Ensure that the executive is well-prepared for all engagements.
• Support time management: Help the executive prioritize tasks and commitments, ensuring deadlines are met and projects are on track. Look ahead and preempt challenges.
• Manage all travel arrangements: Manage travel arrangements, including booking flights, accommodations, ground transportation, and handling travel itineraries.
• Own Expense Management: Process expense reports and manage reimbursements for the executive’s business-related expenditures.
• Coordinate Meeting needs: Arrange and coordinate meetings with various internal and external Stakeholders. This includes conference room bookings, set-up and catering where needed.
• Help with communication where needed: Handle incoming and outgoing communications, including emails, phone calls, and correspondence. Screen and prioritize messages, responding on behalf of the executive when necessary, or forwarding important matters for their attention.
• Work collaboratively with the team’s other EAs (based in NYC) and provide coverage where needed.
• Maintain strict confidentiality and handle sensitive information with discretion and professionalism.
• Project Support: Assist with various projects as assigned by the executive, which may involve research, data analysis, and preparing reports.
• Support our salesforce management efforts with different sourcing, data cleaning and tasks
• Support the Trade Marketing efforts with ad hoc projects and barter deals

You Have:

• Experience using different functions within Google Suite and Google drive.
• 5+ years experience in the administrative assistant field, supporting C-suite executives
• Knowledgeable about company policy and procedures, department and personnel and of the information industry in general.
• Customer-focused (internal and external) - liaises with staff and clients of all levels.
• The ability to maintain professional demeanor and calm composure under deadline pressures and in sensitive or stressful situations.
• Experience maintaining confidential information with great judgment and discretion.
• Ability to manage multiple projects and people simultaneously.
• Positive, problem solving attitude.
• Team-oriented, ability to bring people together and organize/plan events.

Our Benefits

• Comprehensive Healthcare Plans
• Paid Time Off
• Retirement Plans
• Comprehensive Insurance Plans
• Lifestyle programs & Wellness Resources
• Education Benefits
• Family Care Benefits & Caregiving Support
• Commuter Transit Program
• Subscription Discounts
• Employee Referral Program

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status or any other protected characteristic under applicable law.

Reasonable Accommodation

We are committed to providing reasonable accommodation for qualified individuals with disabilities in our job application and/or interview process. If you need assistance or accommodation in completing your application or participating in an interview due to a disability, email us at [email protected]. Please put “Reasonable Accommodation” in the subject line and provide a brief description of the type of assistance you need. This inbox will not be monitored for application status updates.

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