Executive Assistant

Who you are

• Experience of supporting a Senior Executive highly desirable
• Experience of a financial services company or other Intense or fast-moving environment
• Polished & professional. Communication & organisational skills are key
• Ability to build and maintain relationships up to all levels both internally and externally
• Highly organised and able to prioritise effectively with minimal supervision
• Excellent communication and influencing skills
• Resilience, tenacity and tact
• Able to liaise effectively at all levels of the organisation
• Able to act as a credible representative for the executive
• Excellent MS Office and document creation skills; and
• Ability to work independently with minimal supervision
• Sound literacy and numerical skills
• Ability to think on feet and to react quickly to problems and solve them; and
• Flexibility, discretion and ability to respect confidentiality at all times
• Appetite for hard work and dedication to work hours required of the role
• Calm demeanour and able to function well under pressure
• Team player with excellence in collaboration across a matrixed environment

What the job involves

• Executive Assistant provides site and remote support for up to 3 Group Leaders across the Business in a hybrid working environment, usually 3 days per week in the office, or as often as the role requires
• Services include: diary management and meeting co-ordination, fielding communications such as phone calls and e-mails, arranging business travel, maintaining records and files, and providing support on tools, systems and procedures
• Dedicated, onsite support for Senior leaders
• Complex diary management
• Provision of administrative and organisational support to Executives and other senior team members as required
• Dealing with incoming communication, correspondence on behalf of the Executives and senior team members where required
• Managing meeting minutes and follow up actions
• Producing, amending and collating Briefing papers, reports and presentations
• Building and maintaining strong working relationships both internally and with clients and other key contacts at all levels
• Managing complex expense processes from raising claims, POs, setting up suppliers and acting as a delegate on the expense system
• Assisting with the co-ordination of Townhalls, Roadshows and offsite events
• Meeting and greeting visitors at all levels of seniority
• Arranging complex, multi sector travel itineraries and accommodation in conjunction with the in-house travel team ensuring compliance with internal policies
• Ensuring appropriate security measures are in place for travel in high risk areas
• Keeping Executives compliance records updated, with gifts/entertainment etc
• Identify continuous improvement opportunities to support the broader EA community