Executive Assistant in London

A Japanese entertainment company is seeking a detail-oriented HR Executive Assistant to provide comprehensive administrative support to the Head of HR. This is a business support role focused on administrative and operational efficiency, requiring the highest levels of confidentiality and discretion when handling sensitive employee information. The role is ideal for someone who thrives in an organised, process-driven environment and takes pride in maintaining accurate records and smooth HR operations.

Contract Type: Permanent, full-time

Salary: Negotiable

Location: Windsor, West London (1-day WFH per week can be considered)

Start Date: ASAP

Key Responsibilities

• Administrative Support
  • Maintain and update the iHCM ADP employee database with accuracy and attention to detail
  • Organise and maintain physical HR files in compliance with company policies and legal requirements
  • Process and coordinate all HR-related internal approvals through DWP system
  • Track budget expenditure against internal approvals
  • Prepare internal approvals and coordinate flights and taxis for HR related travel
  • Coordinate expense claims for HR related travel expenses
  • Provide administrative support to the President as and when required
  • Provide general administrative support to the HR team as required
• Payroll & Reporting Support
  • Prepare and coordinate payroll reporting and approval processes
  • Complete annual statutory reporting requirements including P11D submissions and STBV reporting
  • Create and maintain organizational charts using PowerPoint
  • Develop and update headcount and salary reports using Excel
  • Support month-end and year-end payroll processes from an administrative perspective
• Employee Wellness & Engagement
  • Conduct daily employee wellness checks and maintain related documentation
  • Coordinate wellness initiatives and employee engagement activities
  • Coordinate, track and report annual employee appraisal process
  • Maintain records of wellness-related interactions and outcomes
  • Coordinate leavers administrative workflow for departing employees from resignation to final day
• Recruitment Coordination
  • Coordinate recruitment campaigns from an administrative perspective
  • Schedule interviews, manage candidate communications, and maintain recruitment records
  • Assist with onboarding documentation and new starter administrative processes
  • Maintain recruitment databases and candidate tracking systems
• Data Management & Compliance
  • Maintain absolute confidentiality of all employee information and HR matters
  • Ensure all HR data is accurately recorded and regularly updated
  • Handle sensitive personal, employment, and payroll information with the highest level of discretion
  • Ensure timely review of GDPR related documents with relevant parties and coordinate approval processes
  • Prepare and coordinate all internal and external audit evidence relating to HR processes
  • Assist with HR reporting and data compilation as required
  • Support compliance activities through accurate record-keeping
  • Adhere strictly to data protection regulations and company confidentiality policies

Knowledge, Skills & Experience

• 2 years' experience in administrative support roles (HR experience beneficial but not essential)
• Excellent attention to detail and organisational skills
• Demonstrated ability to maintain strict confidentiality and handle highly sensitive information with absolute discretion
• Proficiency with database management and HR systems (ADP experience preferred)
• Advanced Excel skills for creating and maintaining reports, charts, and data analysis
• Proficiency in PowerPoint for creating organisational charts and presentations
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong time management skills and ability to prioritise multiple tasks
• Understanding of the critical importance of data protection and confidentiality in HR environments

All applicants for the HR Executive Assistant must have the right to work in the country without any restrictions as the Company is not able to offer visa support. We regret that we cannot accept applications from YMS, Graduate or Student visa holders.