Position:
Executive Assistant 3 month FTC
Location: City, London
Salary: £45,000-£60,000
5 days in the office
Job Purpose:
Our client, a leading Interdealer broker is seeking an Executive Assistant to provide high-level administrative and organisational support to Senior Management, ensuring the smooth operation of their daily schedules and the efficient coordination of business activities. This role requires exceptional attention to detail, strong communication skills and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
- Provide comprehensive administrative support to Senior Management, including diary management, meeting scheduling, and coordination of appointments and off-sites.
- Organise complex domestic and international travel, including car bookings, dinner reservations, accommodation, and preparation of detailed travel itineraries.
- Serve as the main point of contact between Senior Management and internal/external stakeholders, maintaining regular correspondence and ensuring timely delivery of all communications and materials.
- Coordinate, attend, and take minutes for Senior Management and other key meetings; circulate accurate notes and follow up on action points.
- Support Senior Management in delivering the company’s strategic objectives through effective administrative and operational assistance.
- Prepare accurate and timely reports, presentations, and documentation as required.
- Plan and manage company events, functions, and hospitality arrangements.
- Manage company hospitality debentures and coordinate ticket distribution.
- Oversee and maintain the Reed & Mackay travel portal, ensuring employee data accuracy and compliance with audit and data protection standards.
- Support the AOK portal process, ensuring employee details remain current.
- Assist with the coordination of company apartments, travel, and concierge services.
- Manage invoice processes by reviewing and authorising Reed & Mackay and AOK invoices on Proactis.
- Coordinate Energy and Commodities brokerage agreements and variation letters.
- Maintain accurate Senior Management attendance records.
- Manage company merchandise and related distribution processes.
Skills and Qualifications:
Essential:
- Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting senior executives.
- Strong organisational and time-management skills, with the ability to prioritise effectively.
- Excellent written and verbal communication skills.
- High level of discretion and professionalism in handling confidential information.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Experience managing complex travel arrangements and meeting logistics.
- Strong interpersonal skills and ability to build effective working relationships across all levels.
Desirable:
- Experience using systems such as Proactis, Reed & Mackay, or AOK.
- Experience coordinating corporate events or hospitality programmes.
- Knowledge of data protection and compliance processes.
Personal Attributes:
- Proactive, resourceful, and solution-oriented.
- Calm under pressure and adaptable to changing priorities.
- Meticulous attention to detail.
- Professional and approachable demeanour.
- Team player with a positive, can-do attitude.
Application
