Executive Assistant

Calling all experienced, motivated & successful Executive Assistants we need you! Our client based in Canary Wharf is looking for an experienced Executive Assistant who is looking for a challenging role & an opportunity to work a fantastic company.

Our ideal candidate will have the following experience:

Managing very busy schedules in Outlook, ensuring there are no clashes and using initiative to find resolutions and workarounds.

Arranging all internal and external meetings (including booking conference calls, meeting rooms, and AV).

Quickly understanding Managers' key stakeholders and priorities to enable proactive response and ability to pre-empt requirements.

Intercepting and resolving queries and issues wherever feasible to minimise impact on Managers.

Devising and maintaining processes to facilitate a highly organised environment, ensuring Managers can be as efficient as possible.

Project support, as required.

Tracking outstanding actions and information requests on behalf of Managers, chasing responses and updates when required.

Collating agendas for key meetings.

Preparing, printing and collating all meeting documentation, as required.

Attending meetings to take minutes and capture actions, as required.

Co-ordinating and booking all travel, including flights, hotels, currency, taxis etc. within the Firmwide Expense Policy.

Ensuring itineraries are organised in advance of business trips, along with any visas and country specific information/policies, as relevant.

Processing expenses in a timely manner within Firmwide policy.

Providing administrative support for any ad hoc projects, including offsites, onsites, social events, etc.

Extensive verbal and written interaction with internal colleagues and external parties.

Developing good working relationships with other Assistants across regions and divisions.

Implementing/maintaining filing systems, as relevant.

Working with buddy to ensure consistent Assistant coverage during lunch breaks, holidays and sickness.

Ensuring handover notes are kept up to date for ease of coverage.

Skills Required:

Confident and friendly personality required - someone who is approachable and able to liaise with people at all levels to achieve work goals.

Ability to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently.

Pro-active, 'can do' approach - able to extract information from busy managers.

Ability to use own initiative and judgement.

Highly organised and capable of multi-tasking to meet deadlines.

Large amount of flexibility.

Articulate; an effective communicator with clear and concise written and verbal communication skills.

Discreet, professional manner.

Attention to detail.

Good organisational skills and able to follow up outstanding items, as necessary.

Strong team player.

Excellent time/priority management skills.

Strong working knowledge of all Microsoft applications, including Word, Excel and PowerPoint skills.

If this sounds like a role for you apply today!

It is Wells Tobias Recruitment Solutions' policy, as a matter of courtesy, to respond to all applications within three working days. However because of the volume of applications, we are sometimes unable to respond to individual applicants. If we have not contacted you within three working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future. Thank you.