Executive Assistant - London

Overview:

To effectively reduce the workload of the CEO by providing pro-active management of key administrative duties for his corporate and private life.

Resilience is required.

Responsibilities:

Principle Duties and responsibilities for Exec Assistant (Corporate):

• To effectively organise and maintain diarie and make appointments for CEO
• Reminding the CEO of important tasks and deadlines
• To produce Sales, Senior Leadership & Board meeting reports and presentations, using Excel and PowerPoint when requested. Provide professional support to the Board, attend Board meetings, write minutes, prepare agendas, issue minutes, draft reports
• Extensive international & National and Global Travel Management, including hotels, flights and transfers to complex itineraries including a good overview of Covid requirements
• To effectively manage sales & leadership events co-ordination and logistics.
• Screening telephone calls, enquiries and requests, on behalf of the Board and handling them when appropriate.
• Dealing with incoming email, post and processing expenses
• Dealing with correspondence and writing letters to internal and external clients on behalf of CEO
• Carrying out background research and presenting findings into subjects the CEO & Board are dealing with;
• Liaising with clients, suppliers and other employees;
• Organising and storing paperwork, documents and computer-based information;
• Confidential duties as and when required
• Act as gatekeeper for CEO. The Executive Assistant must gain extensive knowledge of the organisation & its operations as well as the business strategy: who the key personnel are (inside and outside the business); to ensure that they can effectively carry out this role.

Principle Duties and responsibilities for PA (Private office):

• Research, source, coordinate multiple luxury family holidays including ground transfers, hotels, private aviation, staff and activities
• Liaising with the Principals estate staff to coordinate maintenance of properties and cars
• Liaising with and sourcing suppliers
• Fulfilling lifestyle requests – booking restaurants, events
• Managing memberships
• Personal shopping and gift sourcing
• Paying bills
• Research into subjects as and when the principal requests
• Undertaking ad hoc personal errands and juggling diverse requests
• Household purchases, returns and credit card/account reconciliations

Qualifications:

• Minimum of 5 years’ experience supporting CEO level roles in international businesses
• Business degree would be desirable – to demonstrate understanding of commercial world
• Experience working for a HNWI or as a Lifestyle Manager would be beneficial in this role
• Foreign languages are not essential but would be an advantage
• Excellent time management
• Highly developed organisational skills with a particular emphasis on accuracy and attention to detail.
• Excellent communication and influencing skills both oral and in writing, to deal with difficult queries and to explain issues with a high level of tact, patience, and diplomacy.
• Sound common sense, judgment and sensitivity when dealing with difficult and contentious issues.
• The ability to operate effectively under pressure and to remain calm in a crisis.
• Computer literacy and good keyboard skills (Microsoft applications) with advanced skills in Word, PowerPoint and excel.
• Ability to multitask, manage priorities and apply judgement to ensure high standards are maintained and deadlines met
• The role holder will be expected to be a team player, an excellent communicator, able to work with minimum supervision and to manage their workload to tight deadlines.
• The role holder needs to be able to handle highly sensitive issues and ensure confidentiality is maintained. They must handle confidential information discreetly.