Executive Assistant (Fixed Term Contract) in London

Requirements

• Experience of supporting a Senior Executive within Finance highly desirable
• A good understanding of the cadence and responsibilities associated with a FTSE50 listed company
• Experience of performing a similar role in a large scale operations department / function essential
• Total trust and respect, given the confidential and sensitive nature of related activities and programmes
• Degree Educated preferred
• 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
• 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
• 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

• The Executive Support role provides support to our leaders and teams to enable them to be effective in their day-to-day activities and responsibilities. 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
• The variation of grades within the family will depend on the complexity of the services and tasks required
• This is a fixed term role with an end date 1st March 2027
• Onsite 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
• Standard and complex diary management
• Collation of briefing papers, reports and presentations
• Preparations of Presentations and Papers – Transitioning of content provided by Senior Leaders into visually impactful, accurate and free from typological errors, presentations and papers
• Provision of administrative and organisational support
• Dealing with incoming communication, correspondence on behalf of the Leaders
• Building and maintaining strong working relationships both internally and with clients and other key contacts at all levels
• Managing the expense processes including raising claims. Supporting procurement processes such as creating 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
• Standard and some complex diary management
• Provision of administrative and organisational support to Executives
• Dealing with incoming communication, correspondence on behalf of the Executives
• Managing the expense processes from raising claims, POs, setting up suppliers and acting as a delegate on the expense system
• Arranging standard, multi sector travel itineraries and accommodation in conjunction with the in-house travel team ensuring compliance with internal policies
• Keeping Executives compliance records updated, with gifts/entertainment etc.