Executive Assistant

Multiple Openings!

Location: London

Work type: Hybrid

Duration: 6 / 12 months

Payrate: TBC (PAYE, inside IR35)

Client: world-leading payments technology company

The main function of an Executive Assistant is to provide high-level

administrative support by conducting research, handling information requests and performing clerical functions. You will need to keep things under control in terms of diary management, arranging meetings, and papers and logistics for meetings, and office administration.

What we expect of you, day to day:

Managing Diary

• Establish and maintain a sustainable daily, weekly and monthly rhythm for VPs supported
• Use knowledge and judgement to proactively manage diary clashes
• Maintain a forward view of VPs’ diaries
• At the end/ start of each week, ensure the overall week supports the agreed rhythm unless there are exceptional circumstances.
• Ensure regular meetings are scheduled (and rescheduled) for direct reports and stakeholders

Administration/Emails

• Order and organise Microsoft Teams for VPs
• Support the broader Product Leadership Team with coordination around meetings, administrational tasks
• Liaise with internal and external stakeholders to arrange meetings i.e., draft and manage agenda’s / actions /minutes / meeting governance
• Prioritise emails/ requests and filter/escalate information as appropriate and email distribution lists
• Serve as the primary point of contact for internal and external communications, including drafting and managing correspondence. Establish and maintain effective and professional relationships with internal and external business partners, including several levels of management
• Assist in the planning and execution of team projects, ensuring deadlines are met and objectives are achieved.

Support Travel and Expenses

• Action and approve expenses on behalf of the VPs.
• Manage travel itineraries for the VPs arranging travel
• This is a hybrid position. Hybrid employees can alternate time between both remote and office. Employees in hybrid roles are expected to work from the office 3 set days a week (determined by leadership/site)

Qualifications

• 3 years’ experience in a similar role
• Ability to build credible-long term effective working relationships, both internally and externally
• Time management and organizational skills
• Approaches problems with a can-do attitude, never believing solutions are impossible to formulate
• Ability to work in fast-paced environment
• Proficient with Microsoft Power Point, Excel, Word and Outlook
• Strong communication, including writing, interpersonal and presentation skills
• Self-motivated, highly organized and detail oriented