Executive Assistant

Location: London
Reporting to: Chief Accounting Officer
Permanent

Role purpose

This role is a full-time role based in our London office looking after our Chief Accounting Officer and other members of the Group Finance leadership team as and when required.

We are looking for a high calibre senior Executive Assistant to join what is a fast-paced and ever-moving business. This role requires attention to detail, solid organisational skills, and the ability to meet tight deadlines while juggling multiple critical requests across global teams. The Executive Assistant will act as a seamless extension of and the teams that support the Chief Accounting Officer team and will work closely with other Executive Assistants throughout the organisation.

You will be a detail oriented, experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility and composure.

You'll need to understand the business priorities, demonstrate the ability to proactively anticipate needs and drive improvements to build capacity for the teams. A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives inside and outside of the company is critical.

You will possess the ability to complete complex tasks quickly with minimal guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without always knowing the whole picture.

What you’ll do

• Diary management: Ensure diary commitments, documents, and travel arrangements are managed effectively, dealing proactively and calmly.
• Travel management: Coordinate travel and accommodation requirements, including itineraries and logistics, across multiple time-zones. Research and forward-thought in regard to any planning necessary.
• Meeting management: Scheduling of internal and external meetings - planning, arranging, preparing rooms, equipment, collation and distribution of agenda’s/meeting papers where necessary, note taking, organising catering.
• Expense & invoice management: Processing work and travel related expenses on Oracle in a timely manner and respecting deadlines. Raising POs in Oracle, liaising with procurement and finance on deal sheets and arranging for invoices to be processed and liaising with suppliers.
• Plan and orchestrate work to ensure the teams priorities are met, organisational goals are achieved, and best practices are upheld.
• Collating and circulating updates for internal memos, reports and documents, coordinate and distribute documents and reports to relevant distribution lists.
• Support the planning and execution of team meetings and events and follow up on action points.
• Support with ad hoc projects, reports, presentations and other duties.
• Establish relationships with EAs/PAs and other staff across the business in key locations.