Job Description
Executive Assistant | £65,000 - £70,000 | 1 day WFH | West-End
An established and fast-growing global investment firm is seeking an experienced Executive Assistant to join its London team. This role sits within a centralised administrative function, providing high-level support to senior professionals across the business. The Executive Assistant will play a key role in ensuring the smooth day-to-day running of the team, operating in a fast-paced, high-performance environment.
The successful candidate will be proactive, highly organised and comfortable managing multiple priorities. You will be confident working with senior stakeholders, handling complex logistics and collaborating closely with other Executive Assistants to provide seamless coverage across the office.
Key responsibilities
Meeting and diary management
* Extensive coordination and scheduling of internal and external meetings, conference calls and video meetings across global offices
* Liaising with Executive Assistants internationally to align calendars and meeting logistics
* Preparing meeting agendas and ensuring all materials are ready in advance
* Editing presentations and handling internal and external correspondence
* Printing and binding marketing and client materials
Travel coordination
* Arranging complex international and domestic travel, including flights, hotels, trains and ground transportation
* Managing visa applications where required
* Producing detailed travel itineraries
Event planning
* Organising internal and external events, including investor dinners, cocktail receptions and conference attendance
* Coordinating invitations and tracking attendance
* Managing event budgets and processing invoices
* Overseeing logistics on the day, working with third-party suppliers before, during and after events
General administration
* Processing team expenses accurately and on time using the company expense system
* Screening calls and handling messages with discretion
* Monitoring senior stakeholders’ schedules and whereabouts, providing reminders and support as needed
* Dialling into calls and preparing documentation ahead of meetings
* Supporting other Executive Assistants to provide cover during absences
* Assisting with ad-hoc projects as required
Experience
* Minimum of 5 years’ experience as an Executive Assistant or Administrative Assistant supporting senior professionals within Financial Services
* Experience in a fast-paced, professional services or financial services environment preferred
* Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, OneNote and Teams
* Strong experience with diary management, agenda preparation and international travel coordination
* Experience working within a team of Executive Assistants preferred
Personal attributes
* Highly organised with exceptional attention to detail
* Able to manage multiple priorities and think ahead
* Professional, dependable and a strong team player
* Confident communicator with excellent interpersonal skills
* Demonstrates sound judgment and discretion when handling confidential information
* Proactive, flexible and committed to delivering a high standard of support
REF:JGA/138740
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