Executive Assistant

Location London
Discipline: Leadership
Job type: Permanent
Job ref: K17
Published: 29 days ago

We are looking for an experienced and highly organized Executive Assistant to provide comprehensive support to our senior management team. In this role, you will be a key point of contact for executives, managing their schedules, coordinating meetings, handling correspondence, and ensuring the smooth flow of their daily activities. The ideal candidate will possess exceptional organizational skills, a high level of discretion, and the ability to prioritize tasks effectively in a fast-paced environment. If you have a proactive approach and a keen eye for detail, we would love to have you on our team.

Responsibilities:

  • Calendar Management: Coordinate and manage the executive's calendar, scheduling appointments, meetings, and travel arrangements while ensuring optimal use of their time.

  • Communication Management: Act as a gatekeeper for the executive, screening and managing phone calls, emails, and other correspondence. Draft and prepare documents, reports, and presentations as needed.

  • Meeting Coordination: Arrange and organize meetings, conferences, and events, including logistics, agendas, and materials preparation. Attend meetings to record minutes and follow up on action items.

  • Guest and Employee Logistics: Facilitate the coordination and logistics for guests visiting the office, ensuring a smooth experience. Arrange accommodations, transportation, and any necessary arrangements. Additionally, assist in coordinating employee events, team-building activities, and office celebrations.

  • Procurement Support: Assist in the procurement process by liaising with vendors, obtaining quotes, and placing orders for office supplies, equipment, and other procurement needs. Ensure timely delivery and manage inventory levels to meet operational requirements.

  • Information Management: Maintain accurate and up-to-date records, files, and databases. Conduct research and compile data as required for projects, presentations, or reports.

  • Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times. Exercise sound judgment in dealing with confidential matters.

  • Task Prioritization: Prioritize and manage multiple tasks simultaneously, ensuring deadlines are met and objectives are achieved. Anticipate the executive's needs and proactively address them.

  • Relationship Management: Build and maintain effective relationships with internal and external stakeholders, including clients, colleagues, and partners. Serve as a liaison between the executive and various departments within the organization.

  • Problem Solving: Identify challenges and obstacles in the executive's workflow and implement effective solutions. Troubleshoot issues as they arise and escalate complex matters to the appropriate channels.

  • Ad Hoc Support: Provide additional administrative support as needed, including expense management, filing, and general office duties. Adapt to changing priorities and work effectively under pressure.

Requirements:

  • Work experience as an Executive Assistant, Personal Assistant, or similar role, preferably supporting senior executives or C-level management.

  • Bachelor’s degree in business, management, or a related field.

  • Excellent knowledge of MS Office suite, including Word, Excel, and PowerPoint, with the ability to create and edit documents, spreadsheets, and presentations efficiently.

  • Outstanding organizational and time management skills, with the ability to prioritize tasks effectively in a fast-paced environment.

  • Familiarity with office gadgets and applications, such as e-calendars, project management tools, and copy machines.

  • Excellent verbal and written communication skills, with the ability to interact professionally and effectively with internal and external stakeholders.

  • Discretion and confidentiality in handling sensitive information and matters, demonstrating tact and professionalism in all interactions.