Executive Personal 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

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