Executive Assistant

• Executive Assistant
• upto £50,000
• 3 days in the office, 2 working from home (Monday to Friday)

One of the UK's top Media Firms are on the search to find an Executive Assistant to join their team based in London. As the Executive Assistant you will be part of a the leadership team providing secretarial and administrative support to the Partners and Managers.

Job Summary:

we are seeking a talented and organized Executive Assistant to provide high-level support to our Group Corporate Executive Directors in the fast-paced events industry. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, as they will serve as a critical link between the Executive function and various stakeholders. This role demands the ability to handle sensitive information with discretion and always maintain a professional demeanour.

Responsibilities:

• Group Exec & Board Meeting administration and support: Provide support for Board and Executive Meetings including preparation of group exec & board meeting agendas, materials, and presentations as required including liaison with contributors of materials and preparing and sending out meeting packs to attendees. In respect of Executive meetings attendance to take minutes and follow up on action items if required. Provide support for the Exec with PowerPoint presentations.

• Senior Team Meeting scheduling: The EA will need to co-ordinate diaries for senior team meetings and any meetings that are run by the Exec team, ensuring that they review any show or other meeting clashes and are proactive in rescheduling if this occurs. Arranging monthly MD meetings incorporating budget and forecast meetings. Work with the PA in the US to schedule monthly meetings, co-ordinate the Exec teams 1-2-1s with the CEO and ensure that the Exec team meet on schedule.

• Organisation of Exec Team events: The EA will take on primary responsibility for organising group events that are led by Exec Team members and that fall outside the remit of the Communications Team. These might include town halls or offsite meetings and entertainment. Such activities to include venue selection & contracting, invitations etc.

• Calendar Management: Maintain the CEO’s schedule ensuring efficient use of their time, scheduling meetings, appointments, and manage any conflicts.

• Communication: Act as the primary point of contact between the CEO and internal/external parties, handling enquiries, emails, and other forms of correspondence. Support other exec team members in co-ordinating internal and third parties.

• Travel Arrangements: Plan and coordinate travel itineraries, including flights, accommodations, and transportation, while considering time zones and tight schedules for the CEO and a sub-set of Exec team.

• Consolidate Group travel points for air miles and hotels - ensure points are being collected and used on the corporate account.

• Expense Management: Track and manage expenses, ensuring accuracy and compliance with company policies for the CEO & a sub-set of the Exec team.

• Documentation: Draft and edit correspondence, reports, and presentations as required.

• Project Support: Assist with special projects, research, and other tasks.

• Relationship Building: Build and maintain relationships with key stakeholders, both internally and externally.

• Invoicing and POs: Provide support with getting relevant invoices for corporate services paid, raising POs and chasing payment.

• General Admin: support for the Exec team, holiday planner for the Exec team.

• Confidentiality: Handle sensitive information and maintain the highest level of discretion and confidentiality.

Requirements:

• Experience: Minimum of 3 years of experience as an Executive Assistant or similar role, preferably in the events industry or a related field.
• Communication Skills: Exceptional verbal and written communication skills, with strong attention to detail.
• Organization: Excellent organizational and multitasking abilities.
• Tech-Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with calendar and project management tools.
• Adaptability: Ability to adapt to changing priorities and work independently.
• Professionalism: Maintain a professional appearance and demeanour at all times.
• Confidentiality: Proven track record of handling confidential information with discretion.
• Problem-Solving: Strong problem-solving skills and the ability to anticipate the CEO's needs.
• Availability: Flexibility to work outside of standard business hours as needed.

We read through each application carefully and will contact you back quickly if we think you would be a good fit.

Good luck!