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- Tasks: Support senior executives with administrative tasks and project coordination.
- Company: Dynamic company in Southampton with a collaborative C-suite admin team.
- Benefits: Gain valuable experience, develop skills, and work in a fast-paced environment.
- Other info: Join a supportive team and enjoy opportunities for personal growth.
- Why this job: Be the backbone of leadership and make a real impact in a thriving office.
- Qualifications: GCSEs in English and Maths, strong communication, and organisational skills.
The predicted salary is between 35000 - 45000 ÂŁ per year.
We are seeking an all-star Executive Assistant (EA) to two (or more) senior executives. The ideal candidate is a self-starter, resourceful, organized, a good problem solver and can seamlessly handle a variety of administrative responsibilities and projects. This person balances the ability to be proactive and professionally completes tasks independently but also enjoys being a member of the C-suite admin team. This role is based in Southampton and reports to the Director of Administration, based in New York.
What you’ll be doing:
- Day-to-day administrative support for two (or more) senior executives
- Maintain complex and detailed calendars, including scheduling meetings with multiple participants across several time zones
- Act as a gatekeeper, prioritizing demands on the executive’s time
- Coordinate logistics of both internal and external meetings
- Organize travel arrangements, including multi-country itineraries to include air, hotel, cars, and meals as needed
- Maintain and update digital filing system (Box)
- Handle regular activities proactively and advise leadership, in advance, of issues or delays
- Lead and coordinate ad-hoc projects as requested
- Work cooperatively and in partnership with global administrative team to back up and support each other
- Communicate effectively and collaboratively with internal staff, leadership, and external clients in a professional manner.
The ideal background for this role:
- Sound academic background GCSEs in English Language and Mathematics (or equivalent) at grade B or above
- A Levels
- Strong communication skills, professional presence, superb organizational skills and experience dealing with confidential information
- Multitasking capability with a thorough, process-oriented, and detail-focused approach.
- Ability to complete tasks with minimal errors in a timely manner
- Independent judgment, prioritization and critical thinking abilities in a fast-paced and evolving environment
- Dependable, flexible, patient, resourceful, and efficient
- “People person” with a client service mentality who likes to engage with others
- High proficiency in MS Office including Microsoft Word, Outlook, PowerPoint, and Excel
- Able to adapt to changing priorities
- Excellent writing and analytical skills
- Comfortable working in a fast-paced and dynamic office environment
- Flexible, responsible, dependable, patient, and efficient
- Resourceful and proactive in tackling new challenges
Experience:
- Previous experience as an assistant to a C-suite executive(s)
- Prior experience overseeing an office
- Prior financial services experience is ideal but not required
This role is based in our Southampton office and requires in-office attendance 4-5 days a week.
Executive Assistant in Southampton employer: Gen 2 Careers
Contact Detail:
Gen 2 Careers Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant in Southampton
✨Tip Number 1
Network like a pro! Reach out to your connections on LinkedIn or through mutual contacts. Let them know you're on the lookout for an Executive Assistant role, and who knows? They might just have the perfect opportunity waiting for you.
✨Tip Number 2
Prepare for those interviews by researching the company and its executives. Understand their values and recent projects. This will help you tailor your responses and show that you're genuinely interested in being part of their team.
✨Tip Number 3
Practice your problem-solving skills! Think of scenarios where you had to juggle multiple tasks or handle unexpected issues. Be ready to share these experiences during interviews to demonstrate your resourcefulness and organisational prowess.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take the initiative to engage directly with us.
We think you need these skills to ace Executive Assistant in Southampton
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Executive Assistant role. Highlight your organisational skills, problem-solving abilities, and any experience you have with managing complex calendars or supporting senior executives.
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to showcase your personality and explain why you're the perfect fit for our team. Mention specific experiences that demonstrate your multitasking capabilities and client service mentality.
Showcase Your Communication Skills: Since communication is key in this role, make sure your application reflects your writing skills. Keep it professional yet friendly, and don’t forget to proofread for any errors before hitting send!
Apply Through Our Website: We encourage you to apply through our website for a smoother process. It’s the best way for us to receive your application and ensures you’re considered for the role. We can’t wait to see what you bring to the table!
How to prepare for a job interview at Gen 2 Careers
✨Know Your Executives
Before the interview, do some research on the executives you'll be supporting. Understand their roles, backgrounds, and any recent news about them or the company. This will help you tailor your answers and show that you're genuinely interested in the position.
✨Showcase Your Organisational Skills
As an Executive Assistant, organisation is key. Prepare to discuss specific examples of how you've managed complex calendars or coordinated logistics for meetings. Bring a few anecdotes that highlight your multitasking abilities and attention to detail.
✨Demonstrate Proactivity
Executives appreciate someone who can anticipate their needs. Be ready to share instances where you took initiative, solved problems before they escalated, or improved processes. This will illustrate your resourcefulness and ability to work independently.
✨Practice Professional Communication
Effective communication is crucial in this role. During the interview, focus on articulating your thoughts clearly and professionally. You might even want to prepare a few questions to ask the interviewer, showing your engagement and interest in the team dynamics.