Group Executive Assistant

Partnering with the Executive Business Partner, the role supports with any administrative requirements in order to deliver support to the Group COO.

The successful candidate will be highly organised, calm under pressure and confident managing competing priorities in a fast-paced environment. They will combine excellent attention to detail with strong judgement, discretion and communication skills, being proactive to help senior leaders stay focused, prepared and aligned while supporting the delivery of the Group’s strategic priorities.

Key Responsibilities

• Diary Management:

  • Maintain and manage the complex calendar of the Group CEO, Group Product, Technology & AI Director, Group People & Culture Director and Group Communications Director.
  • Prioritise and manage incoming scheduling requests, both internal and external, to optimise the leadership team’s time.
  • Anticipate scheduling needs and ensure that the Group CEO and Group ELT members and other key stakeholders are prepared for all engagements.

• Meeting Coordination:

  • Act as a key point of contact between the ELT, Board of Trustees, NEDs, and other internal/external stakeholders for the coordination of meetings.
  • Coordinate diaries of the Group ELT members, Board of Trustees and NEDs to arrange meetings, calls and other engagements, proactively resolving any scheduling conflicts.
  • Organise and manage logistics for meetings, including booking venues, arranging video conferencing and catering as needed.

• Administrative Support:

  • Monitor inboxes, ensuring work is flagged to the relevant executive, with actions gathered and raised if required.
  • Handle confidential information with discretion and professionalism.
  • Draft, edit and proofread correspondence, reports and presentations for the ELT and Board as required.
  • Coordinate and book travel for the Executive providing travel schedules if required.
  • Manage and track expenses and process related paperwork.
  • Take on additional administration tasks for those supported as required.
  • Take notes for meetings when required.

• Communication Liaison:

  • Ensure clear and timely communication between all parties. Assist in the preparation and dissemination of communications from the ELT to the broader organisation.
  • Support with ad hoc communication and coordination between third parties and wider affiliated organisations during peak event season.

Success Measures/KPI's

• Positive feedback from Group ELT Directors, NEDs and Trustees
• Timely coordination and communication of meetings
• Accuracy of minutes, meeting arrangements and diary management
• Increased efficacy within the ELT
• Budget management

Required Skills

Technical

• Exceptional organisational and time management skills with the ability to multitask and prioritise effectively.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to work independently and collaboratively in a fast-paced environment.
• High degree of professionalism and discretion in handling confidential information.
• Detail-oriented with a proactive approach to problem-solving.
• Flexibility and adaptability to changing priorities and demands.
• Strong sense of initiative and ownership over tasks and responsibilities.
• Strong forward-planning skills, with the ability to anticipate needs, manage competing priorities and ensure senior leaders are well prepared for meetings and key commitments.
• Excellent stakeholder management skills, with the confidence and professionalism to liaise with ELT, Board members, Trustees, NEDs, colleagues and external contacts.
• Strong attention to follow-through, including the ability to track actions, monitor deadlines and support the timely completion of agreed priorities.
• Digital confidence, including effective use of Microsoft 365 tools, Teams, Outlook, SharePoint/OneDrive and relevant document management or board portal systems.

Leadership Competencies

• Is a positive influence for colleagues and showing openness towards differences; builds & delivers solutions to meet organisation and customer expectations; seeks others’ diverse experiences, styles, backgrounds, and perspectives, reaching goals efficiently and in a timely manner.
• Demonstrates teamwork and willingness to support colleagues and building strong collaborative peer & customer relationships. Has an ability to influence others and manages upwards and gains confidence and trust of others through honesty and integrity.
• Has the ability to prioritise and align tasks to department and Group objectives. Delivers customer centric solutions. Works efficiently in cost effective and proactive manner that delivers positive impact.
• Supports colleagues and peers to bring quality of work and suggesting innovative ideas. Strives for self-improvement, proactively focuses on self-development and gives supportive and constructive feedback.

Required Experience

Essential

• Previous relevant experience as an Executive Assistant or in a similar role that included supporting senior executives.
• Proven experience in managing complex schedules and coordinating high-level meetings.

Desired

• Experience of supporting executive, board, committee, Trustee or NED-level meetings, including coordination of papers, agendas, minutes or action tracking.