Senior Executive Assistant Contract Duration: 12 Months Location: London, UK (3 days onsite, 2 days WFH) Responsibilities: Administration - Manages day to day calendar of Senior Management; arranges meetings and secures meeting rooms.
- Organise and manage extensive and detailed travel arrangements (flights, hotels, visas, cars and trains) with local and off-shore travel teams.
- Prepares and distributes schedules/agenda for travel.
- Handles incoming calls; responds to inquiries.
Uphold key confidentiality when liaising with clients.
- Arranges meetings and global events as required; establishes priorities on behalf of manager or team.
- Prepare and review materials, Maintains and update files/records, produces reports and various correspondence for meetings.
- Orders supplies and process invoices through procure to pay system.
Marketing - Prepare and maintain marketing presentations to a high standard, using PowerPoint.
- Ensure all meetings, calls, events are logged in CRM and manage client distribution lists.
- Liaising with clients and colleagues across regions to organise Analyst Marketing trips, creating marketing schedules.
- Organise and coordinate Global Town Halls, Client events, meetings, conferences, Investor Lunches and On-sites / Off-sites.
Work with Corporate
- Access team on events and roadshows where required.
- Ensure both media and non-media public appearance requests are submitted and approved in a timely manner.
Research and Data Management - Assist with the creation, submission of PowerPoint presentations.
- Data management using excel.
- Update and maintain internal databases (e.g.
CRM) comprising company/client contact information.
- Compile charts and graphs from large Excel data sets for inclusion in research reports.
- Liaising with internal colleagues in data gathering for reports and presentations.
- Take ownership of client requests and ensure they are logged as activities.
- Manipulate data across various applications e.g.
Excel, Word, PowerPoint and in-house databases.
Knowledge/Experience: - Ability to work to regular timetables under limited supervision.
- Duties highly confidential in nature requiring a great use of discretion.
- Excellent communication skills – must be a confident and effective communicator at all levels.
- Strong teamwork ethic.
- Possess a proactive attitude combined with an ability to take the initiative.
- Ability to pick up new tasks quickly.
- Accuracy and close attention to detail.
- Ability to remain calm and efficient.
- Ability to multi-task and re-prioritise tasks continually.
- Methodical approach and strong organizational capabilities.