Administrative Assistant in City of London

Job Title: Administrative Assistant – Executive Support

Overview

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to multiple senior executives in a dynamic and fast-paced environment. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities efficiently and with discretion.

Key Responsibilities

• Provide administrative support to four senior executives, ensuring seamless day-to-day operations.
• Coordinate complex internal and external meetings, both in-person and via virtual platforms (e.g., Zoom).
• Manage demanding and detailed executive calendars, including scheduling, prioritizing requests, and organizing logistics.
• Arrange travel and accommodations, and process related expense reports accurately and promptly.
• Prepare, edit, and distribute correspondence, reports, and other documents as required.
• Handle a high volume of communication and requests while maintaining professionalism and confidentiality.
• Develop and maintain a strong understanding of internal policies and procedures to handle inquiries independently when appropriate.
• Collaborate with other administrative professionals to ensure consistent support and coverage across the wider team.
• Participate in general administrative duties, ad-hoc projects, and coordination of team events or initiatives.

Skills and Qualifications

• Excellent interpersonal and written communication skills.
• Strong organizational abilities with exceptional attention to detail.
• Proven ability to manage multiple tasks and meet deadlines under pressure.
• Effective problem-solving and decision-making skills; proactive and resourceful.
• Ability to handle confidential and sensitive information with discretion.
• Strong sense of professionalism, integrity, and accountability.
• Self-motivated and adaptable, with strong anticipation and follow-up skills.
• Team-oriented mindset with a positive, can-do attitude.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Concur or similar expense management tools is advantageous.
• Prior experience supporting senior executives preferred.
• 3–5 years of administrative experience; experience within a corporate or financial services environment is beneficial but not required.

Personal Attributes

• Diplomatic and professional in all interactions.
• Calm and composed under pressure.
• Reliable, flexible, and able to adapt to changing priorities.
• Demonstrates initiative and sound judgment in all situations.