EA to CEO

This is an EA position working for the CEO of a small boutique family office based in the west end, with offices worldwide. This role is supporting the CEO with his demanding schedule and the position will also be to support the Director when needed.

The main responsibility is to provide personal administrative support to the CEO as well as to the broader management team.  70% of the Executive’s time will be spent providing support to the CEO, of which about 55% will be work related support and then rest will be to assist with his voluntary and personal commitments. The Executive Assistant will be required to liaise externally with clients, etc. so a high level of professionalism and confidence is required, combined with excellent verbal and written communication skills. At times, there can be high stress levels; hence resilience and tenacity are key competencies required of the Executive Assistant.

Key Responsibilities

• Assist with client queries
• Manage all travel bookings – flights, hotels, car hire, taxi’s etc. for all staff members but the CEO does most of the travel
• Diary management and meeting coordination – via email and phone with external parties
• Record and type minutes of meetings as well as notes gathered from CEO’s client meetings and travels. This will require follow up on outstanding issues and action points
• Collation of documents, valuations and presentations for client meetings
• Provide administrative and coordination support for all personal work
• Be CEO’s liaison with the employees/offices in the Channel Islands
• Manage and record all expenses of CEO
• Provide support to other directors and managers in the team
• Occasional planning of in-house events (e.g. end of year function)
• Be willing to stand in for receptionist at lunch breaks, holiday time, illness, etc.
• General office management
• Little overtime is expected but we require an element of flexibility.

Skills, Competencies & Experience

• Must be a graduate and/or several years experience working as an Executive Assistant
• Good communication (verbal and written) skills and the confidence to liaise with internal and external contacts
• Able to write grammatically correct routine business correspondence
• Resilience and tenacity
• Must be comfortable with all MS Office products (expert with Word and Outlook, intermediate with Excel and PowerPoint)