About the role
We are seeking a highly organised and proactive Executive Assistant to join our successful team in supporting the company Director’s to ensure the smooth operations of a leading global security engineering consultancy. This role will report directly to our company (owner/CEO/MD), based in London. This role requires a highly organised and effective individual to perform administrative duties in a timely and efficient manner. This role will also work closely with key stakeholders across the global business to provide continuous support, ensuring the smooth day-to-day operations of the business. This role is a hybrid-based position subject to policy.
- Schedule Management: Handle extensive, complex scheduling for the (MD/CEO), managing both professional and personal commitments across international time zones.
- Travel Coordination: Organise detailed travel itineraries, including flights, accommodations, and ground transportation, ensuring seamless travel experiences with contingencies for last-minute changes.
- Communication & Gatekeeping: Act as the gatekeeper managing calls, emails, and requests while prioritising critical matters and managing confidential information.
- Meeting Preparation: Prepare and compile necessary documentation, coordinating with stakeholders to ensure all materials are available in advance.
- Expense Reporting: Manage monthly expense reporting and reconciliation, adhering to firm policies and timelines.
- Data & Document Management: Maintain databases for contacts, deal sources, and industry research while assisting with filing and organisation of physical and digital documents.
- Deal coordination: Aid in deal-related tasks, maintaining records, and collaborating with portfolio companies and internal stakeholders on meeting logistics
- Event Coordination: Arrange logistics for firm events, including annual conferences, staff company days, and client meetings ensuring smooth operations.
- Additional Support: Provide flexible, after-hours support when directors are traveling or during critical projects, ensuring all needs are met for continued business productivity.
Qualifications and Skills
- Experience: Extensive years of Executive Assistant experience
- Technical Proficiency: Advanced skills in MS Office Suite (Outlook, PowerPoint, Excel), familiarity with Teams, and experience with expense reporting tools.
- Communication Skills: Exceptional written and verbal communication abilities, with a professional demeanour suited to high-stakes client interactions.
- Organisational Skills: Strong attention to detail, ability to manage competing priorities effectively and an autonomous work style.
- Company Ambassador: The ability to handle sensitive information, demonstrating the company values and being a company role model in terms of integrity, discretion and professionalism
- Problem-Solving Orientation: Proactive with a solutions-focused approach, anticipating needs and ensuring Directors can focus on strategic initiatives.
NB: The successful candidate will be required to pass our security screening procedures.
Due to the high volume of applications, feedback will only be given to those who successfully reach the interview stage. Should you not receive a response within 2 weeks of submitting your application, you may assume that your application has been unsuccessful.