Executive Assistant

Executive Assistant

Posted 2 weeks ago by Love Success

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£55,000 Per year
Fixed-Term
Hybrid
City Of London, England, United Kingdom
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Administrative Skills Administrative Support Constituent Relationship Management Customer Relationship Management (CRM) Software Management Management Effectiveness Microsoft 365 Microsoft Office Prioritisation Salesforce Scheduling Stakeholder Management

Summary: The role of Executive Assistant to the Executive Director involves providing high-level administrative and operational support within a global public interest organization. The position requires managing complex diaries, coordinating travel, and facilitating meetings while ensuring effective communication across various stakeholders. The role is hybrid, requiring 2-3 days in the Canary Wharf offices, and is offered on an 18-month fixed-term contract with an immediate start. Candidates must demonstrate experience in a similar role and possess strong organizational and interpersonal skills.

Key Responsibilities:

  • Manage a complex, global diary across multiple time zones with a proactive and organized approach.
  • Coordinate complex domestic and international travel arrangements, including booking transport and accommodation.
  • Organize virtual and in-person meetings, preparing technical arrangements and liaising with IT support.
  • Build and maintain relationships with internal and external stakeholders, including senior management and government officials.
  • Provide administrative support using Salesforce/CRM and manage Outlook mailbox and correspondence.

Key Skills:

  • Extensive experience supporting senior executives in an international environment.
  • Proven ability to manage complex diaries and travel logistics across time zones.
  • Exceptional organizational, planning, and administrative skills with attention to detail.
  • Strong interpersonal and communication skills for effective collaboration.
  • Advanced proficiency in Microsoft Office and CRM systems.

Salary (Rate): £55,000.00 yearly

City: City Of London

Country: United Kingdom

Working Arrangements: hybrid

IR35 Status: fixed-term

Seniority Level: Mid-Level

Industry: Other

Detailed Description From Employer:

EA to Executive Director to £55,000 Hybrid Working ( 2- 3 days in Canary Wharf offices (09.00- 17.00) 18 Month Fixed-term contract. Immediate start (candidates will need to be available immediately or within 1 week). Our client, a global public interest organisation, is seeking an Executive Assistant to provide high-level, proactive, and comprehensive administrative and operational support to senior executives. This pivotal role ensures the effective management of executive time and priorities, while enabling the seamless coordination of external engagements and facilitating efficient collaboration across the organisation. We are looking for a proactive and diligent EA with demonstrative experience in providing seamless coordination with colleagues across multiple global locations, fostering effective communication and teamwork. This role demands a high degree of professionalism, adaptability, and cultural sensitivity to navigate the complexities of an international organisation.

Diary & Calendar Management

  • Manage a complex, global diary across multiple time zones with a proactive and highly organised approach.
  • Ensure rigorous planning, prioritisation, and alignment of commitments.
  • Optimise scheduling to maximise efficiency and strategic impact.
  • Anticipate scheduling conflicts and resolve them proactively.
  • Coordinate complex and frequently changing domestic and international travel arrangements.
  • Book transport and accommodation in line with preferences and organisational travel policies.
  • Arrange visas and required travel documentation.

Meeting Coordination

  • Organise both virtual and in-person meetings.
  • Prepare and verify dial-in details and technical arrangements.
  • Book meeting rooms and coordinate venues, including restaurant reservations.
  • Liaise with internal IT helpdesk when necessary.

Stakeholder Engagement

  • Build and maintain strong relationships with internal stakeholders, including senior management, board members, and support staff.
  • Liaise professionally with external stakeholders at all levels, including government officials, regulators, and international organisations.

Additional Support

  • Provide administrative support using Salesforce/ CRM.
  • Manage Outlook mailbox, correspondence, calls, meetings, and logistics.
  • Coordinate activities with external organisations and institutions as required.

Skills, Experience & Qualifications

  • Extensive experience supporting a senior executive (Executive Committee level or higher) in an international environment.
  • Proven ability to manage highly complex diaries, travel, and meeting logistics across multiple time zones.
  • Strong experience working across global teams, demonstrating cultural awareness and sensitivity.
  • Exceptional organisational, planning, and administrative skills with strong attention to detail.
  • Highly reliable, proactive, and able to follow through consistently.
  • Strong interpersonal and communication skills, with the ability to collaborate effectively across geographies and seniority levels.
  • High level of integrity, discretion, and professionalism in handling confidential and sensitive information.
  • Strong problem-solving skills and ability to remain calm under pressure.
  • Advanced proficiency in Microsoft Office (particularly Outlook) and CRM systems (e.g., Salesforce).

Salary will be dependent upon experience.

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