Executive Assistant
We are looking for a confident, proactive and adaptable person with a minimum of 5 years experience as an Executive Assistant in Finance/Investment Banking/Private Equity. Reporting into Operations Manager, the candidate possesses a desire for a long term career with the business and to ultimately manage a team of other Assistants working in the business.
Role overview
70% Executive Assistant to Managing Directors and Associate Director
30% Team support split between two of the main businesses (CRM management, meeting coordination, time sheet management, travel bookings + ad hoc admin assistance)
Position Responsibilities
- Providing top-level day to day business partner support to the Managing Directors & Associate Director through calendar management and responding to emails.
- Acting as first point of contact for enquiries
- Producing correspondence on behalf of the Managing Director & Associate Director
- Proactively managing diaries, managing numerous daily requests to maximise productivity
- Coordinate travel and accommodation requirements
- Updating our CRM, Affinity
- Writing, preparing and formatting emails, reports and presentations
- Researching information upon request for Managing Director
- Adhering to company values and policies at all times
- Marketing support where required
- PA for Managing Director’s Family administration (Ad hoc admin for lifestyle tasks, Family Office liason and travel management)
- Management and coordination of agendas for 1:1 and direct report meetings
- When requested, attend senior leadership meetings to create agendas, take minutes and provide reporting.
- Maintain confidentiality and use a high degree of discretion
- Oversee internal administration processes and system upkeep (i.e reminders on time sheets)
- Assisting in internal reporting (i.e timesheet reporting)
- Assistance with oganisation of functions, events, and other ad hoc celebrations throughout the year
- Minute taking for meetings upon request
- Office Coordination, general office support and other building matters when required.
Qualities you’ll need to succeed
- Proactive, adaptable and self-managing with the initiative to get things done
- Ability to lead confidently
- Ability to handle a fast-paced environment
- You have experience dealing with senior management and company executives
- Strong commercial acumen and understanding of the Investment Banking/Private Equity industry
- You have strong IT, calendar management and organisational skills
- You possess qualities such as sound judgement, finely-tuned instincts and outstanding interpersonal skills
- You’re productive, deadline-driven and efficient, with great attention to detail
- Strong decision-making skills
- Highly presentable and professional in all dealings
- Roll up sleeves and get job done attitude
Preferred knowledge, skills and experience
- Highly proficient with Microsoft Office
- Experience with CRM management (i.e Affinity)
- Experience with time sheet management (i.e My Hours)
- Has previously used LinkedIn and Canva
- Strong written and verbal communication skills
- Experience managing domestic and international travel
- Ability to maintain confidentiality