Requirements
* Thrive on speed, responding to requests instantly
* Brings solutions, not just questions
* Comfortable in a fast-moving, less-corporate atmosphere, but maintain 100% discretion and a "C-Suite" standard of output
* Available to handle emergency travel or schedule changes outside of standard hours when the business requires it
* Proven Track Record: 5+ years of experience supporting high-level executives (SVP/C-Suite) in a global, fast-paced environment
* Thrive in an open plan office environment, relaxed but busy
* Ideally have Google Workspace (Gmail, Drive, Calendar, Slides) and Concur
* Ability to manage multiple high-profile diaries across several international timezones simultaneously and multiple meeting requests
* Location: Based at the London Bridge office (minimum 3 days/week) in coordination with the Lead EA
What the job involves
* The Executive Assistant (EA) will provide high-level support to the SVP Risk Sales & Marketing, the SVP Risk & Compliance, and the SVP & GM of Geopolitical Risk
* Although reporting to the lead EA, you will take the lead in providing excellent, pro active, fast paced, support for the three SVPs. This is a high-volume role for an experienced assistant who always anticipates the next step and excels in a fast-paced, informal, open plan environment
* Act as an enabler for each of the SVPs by anticipating needs before they are articulated and ensuring the leadership team operates at peak efficiency
* Constantly monitor each of their diaries to ensure there are no conflicts during the day, week and beyond
* Proactive Time Management: take ownership of complex, multi-timezone diaries, pro actively building in essential, buffer zones for travel, reading and thinking time
* Anticipatory Action: Review upcoming meetings and automatically schedule necessary pre-meetings, preparing presentations and internal briefings to ensure the SVPs are prepared and adhere to deadlines
* Email: Monitor and "pull" actionable items from each SVPs inbox/sentbox, leave responses in draft to highlight emails that require a response
* Execution: action all requests - especially diary availability for senior stakeholders - immediately to ensure no bottleneck, ensure their diaries are peppered with “to do” reminders in order to hit deadlines
* Work with the SVPs direct reports, internal teams and external contacts
* Be confident to know how to phrase sensitive communications and how to draft emails in a friendly, informal but professional tone
* Weekly individual meetings with each SVPs to cover their schedule, workload, reminders, travel now and in the future
* Weekly individual meeting with the lead EA to ensure deadlines are met, cover what’s coming up
* Use Google Chat for "just-in-time" reminders and real-time priority shifts for example, your next meeting room has changed
* Provide a weekly round up to each SVP confirming travel, logistical arrangements, and diary update not covered in weekly diarised chats
* Itinerary Planning: end-to-end management of travel, including visas, flights, trains, cars and accommodation. Anticipate potential disruptions (airport delays, transit times) and be available to handle any travel issues
* Manage expense processing via Concur with meticulous accuracy, ensure spend aligns with company policy and ensure expenses are submitted timely
* Be mindful of company policy and ensure hotel and flight expenditures are in line
* Provide cover for the Lead EA, ensuring the EVP’s office remains fully supported during absences
* Assist with yearly off site Sales internal events
* Keep accurate and up to date org charts and distribution lists for each SVP
* Discretion to sensitive and confidential company and personal information that others may not be privy to
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