Executive Assistant

Job title: Executive Assistant
Contract Type: Full-time
Salary: £25,000 - £40,000
Contact Name: Matt Franklin
Phone Number: 020 3826 1163
Job Published: 13 days ago

Job Description:

Our Client, a high growth Executive Search Firm is looking for an experienced Executive Assistant who has previous experience working within professional services world.

This role is responsible for providing full PA / secretarial support to two Directors. The successful candidate will liaise regularly with senior people and will deal with extremely sensitive and confidential information. You will be required to make autonomous decisions and communicate on behalf of the Directors with key individuals across various offices and time zones.

Role as Executive Assistant

• Responsible for managing a complex diary and managing time effectively between the three offices. Allowing them enough time to prepare for meetings and attend to the day to day requirements of their role

• Organising a high volume of internal and external meetings; including sending Outlook invitations, booking rooms, sending agendas/supporting documentation and arranging conference calls and video conference calls

• Responsible for prioritising the Directors email inbox and drawing their attention to matters of importance

• Responsible for organising internal and external meetings across multiple sites and venues

• Responsible for providing high quality support to meetings, such as preparation of reports and agendas

• Fielding calls and taking messages

• Responsible for organising and maintaining filing systems

• Minute taking where required and responsibility for distribution of these materials in a timely manner

• Printing and scanning support

• Meet and greet guests and ensure their visit is reported to relevant reception

• Completion of expenses

• Support in updating key team documents such as org charts, intranet content and email distribution lists

• Keeping records of team holidays and ensuring they are noted in diaries

• Takes on additional duties or responsibilities as required

Personal Characteristics

• Confident and proactive

• Strong personal organisation, excellent time management skills and the ability to prioritise

• Ability to work under pressure and to deadlines

• High degree of confidentiality

• The ability to work autonomously using initiative

• The ability to multitask and handle competing priorities

• Excellent communication skills, with the ability to communicate at all levels including regular liaison with senior management

• Strong attention to detail