Executive Office Associate

This is a high-trust opportunity at the centre of an ambitious, fast-scaling business. Working directly with our CEO, you will have the authority, access and judgement to manage his time, communications, travel and interactions so he can focus on the work that matters most. This is not a traditional administrative role. You will bring order to a demanding, fast-moving schedule, act confidently on the CEO’s behalf and create the discipline and follow-through that keeps colleagues, leaders and external stakeholders aligned. You will need to be calm, resilient and comfortable operating at pace: anticipating what is coming, challenging when needed and solving problems before they arise.

KEY RESPONSIBILITIES

Protecting the CEO’s time and focus

You will bring structure to competing priorities and ensure the CEO’s time is focused where it creates the greatest value.

• Own and actively manage a complex diary, using full delegated authority to prioritise, decline, delegate or reschedule requests with sound judgement.
• Manage travel, logistics, expenses and executive administration end to end, protecting the CEO’s energy as well as his time.
• Understand the CEO’s priorities, commitments and working style deeply enough to make confident decisions and keep him focused, prepared and moving.
• Create a clear daily and weekly rhythm, briefing the CEO on priorities, decisions, logistics and emerging business matters.
• Anticipate pressure points, dependencies and changes before they become problems, proposing practical solutions and next steps.

Meetings, decisions and follow-through

• Coordinate leadership, Board, shareholder, investor, client and external meetings, ensuring the right people, agenda, context and materials are in place.
• Support the senior leadership team through excellent coordination, meeting management and disciplined follow-through rather than traditional PA support.
• Capture decisions, commitments and actions, then hold owners to account with confidence, tact and persistence so deadlines do not drift.
• Turn meeting outputs into concise, accurate notes and actions, using Copilot and transcription tools intelligently to improve speed and quality.

Communications and trusted relationships

You will help the CEO stay responsive and connected while handling information with care, discretion and good judgement.

• Manage the CEO’s inbox with full access and delegated authority, triaging priorities, drafting or sending replies and ensuring important communications are progressed.
• Write with exceptional accuracy, judgement and professionalism, adapting tone for colleagues, clients, Board members, shareholders, investors and other sophisticated, time-poor stakeholders.
• Build trusted relationships without relying on familiarity: read situations well, manage access confidently and know when to challenge, escalate or hold a boundary.
• Handle sensitive commercial, people and governance information with absolute confidentiality and discretion.
• Act as a credible, welcoming and responsive representative of the CEO and FIL.

The office experience

You will also help ensure our Jersey office runs smoothly and feels organised, welcoming and effective for everyone.

• Take ownership of practical office coordination, spotting and resolving issues before they affect colleagues or visitors.
• Help create an office environment that runs well, feels good and reflects the standards of our business.

HOW YOU THRIVE IN THIS ROLE

At FIL, how we deliver matters as much as what we deliver. In this role, that means combining sharp organisation with excellent judgement, emotional intelligence, absolute discretion and a rigorous standard of written communication. You will be strong under pressure, highly focused and comfortable supporting a CEO who moves at exceptional pace. You will bring calm and discipline without becoming passive, and warmth without confusing trusted relationships with friendship.

You will be curious and motivated by more than administration. You will notice what others miss, ask thoughtful questions, decode unfamiliar information quickly and take ownership. You will know when to act, challenge or escape, and you will build trust through consistency, judgement and follow-through. For the right person, this role can become indispensable in its own right or open the door to other opportunities across FIL as the business grows.

SUCCESS STARTS WITH

• Exceptional organisation, resilience and attention to detail, with the focus to manage multiple priorities at speed without losing accuracy or follow-through.
• Excellent judgement and complete confidentiality, ideally supported by strong personal or professional testimonials.
• Outstanding written English and emotional intelligence, with exacting standards for clear, accurate and properly judged professional communication.
• Strong people instincts: able to read the room, build credibility, challenge appropriately, elevate early and hold others to account.
• Strong Outlook, Teams and diary-management skills, with the confidence to use Copilot and other modern tools; experience of scheduling or meeting facilitation is helpful but not essential.
• Curiosity, intelligence and commercial awareness. Financial services experience is helpful because it will accelerate your understanding of the language and context, but it is not essential.

We welcome applications from people with a wide range of career backgrounds, including those with direct EA or PA experience and those bringing strong transferable skills from other roles. What matters most is your judgement, organisational capability, adaptability and willingness to take ownership. We are open to exploring flexible working hours where the requirements of the role can be met.

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