Executive Assistant

  • Job Reference: 03052018/SM
  • Date Posted: 3 May 2018
  • Recruiter: Love Success plc
  • Location: City of Westminster, London
  • Salary: £45,000 to £50,000
  • Sector: PA/EA/Secretary
  • Job Type: Contract
  • Duration: 12
  • Work Hours: Full Time

Job Description

Executive Assistant - 12-month FTC
£45k - £50k (depending on experience, there may be movement)
City of Westminster

We are recruiting for an experienced Executive Assistant to join Global Real Estate Investment firm on a 12-month Fixed Term Contract. The role is supporting the Head of Europe and COO and involves a lot of international diary and travel management, so you will need to be highly organised and used to setting up and managing meetings over different time zones.

Responsibilities will include:

  • Extensive diary management for Head of Europe and COO.
  • Setting up and coordination of meetings and conference calls (can be over several time zones), including room bookings, organising catering, equipment, and transport.
  • Managing urgent queries / requests, particularly when relationship managers away from office.
  • Recording and forwarding urgent / important matters to managers when travelling.
  • Responding to mail, invitations, etc.
  • Maintaining up-to-date filing system, including archiving off-site where appropriate/agreed; logging files on central filing system in line with Company policy.
  • Organizing extensive and complicated travel arrangements, including travel to U.S., Europe, and India.
  • Receiving and filtering all telephone calls to Head of Europe.
  • Creating effective follow-up system for files and emails for Head of Europe.
  • Maintaining contact database within Outlook and managing key contact list.
  • Scheduling and managing reoccurring European Management level meetings/calls.
  • Liaising with the New York office of our President & Chairman and assisting with their European travel schedules.
  • Setting up weekly video conference calls with New York office.
  • Document preparation and coordination for meetings.
  • Time allocation recording.
  • Processing expense claims.
  • Budget overview for office.
  • Assisting in Annual Tax Applications for Head of Europe.
  • Reception cover where required on infrequent basis (generally one hour per week) and other duties as part of secretarial group.
  • Other duties as reasonably required.

Candidate Specification

  • Interest / background in professional marketing desirable.
  • Customer / client-focused attitude a prerequisite - customer relations experience an advantage.
  • Works with a sense of urgency and sensitivity required for the role.
  • Experience of events management / organisation desirable.
  • Accustomed to liaising with VIPs & Senior Management.
  • Good working knowledge of Office applications: Word, Excel, PowerPoint.
  • Experience of working with databases.
  • Has worked on preparation of presentations.
  • Experience with liaising with people from different cultures and countries.
  • Effective time management to ensure deadlines are met and multiple assignments effectively managed concurrently.
  • Excellent organisational skills.
  • Detail-oriented.
  • Demonstrates initiative and anticipates teams' needs. 
  • Follows through on all tasks accurately, prioritising urgent / important matters.
  • Experience of working in a global company desirable.