Executive Assistant - Finance

3 week temp cover


Hays are recruiting on behalf of a leading media company based in London's West End for an Executive Assistant to support within the finance function. Experience supporting within a similar department is essential. This is a 3 week holiday cover.

Duties include:

• Managing and scheduling a constantly changing complex diary and pro-actively determining priorities and urgencies.
• Ensuring meetings run to schedule and that sufficient 'desk time' is factored in.
• Taking proactive ownership of arranging international travel and accommodation reservations for the VP and the team.
• Planning agendas for both internal and external meetings
• Liaising with other PAs internationally to manage meetings, video conference calls and events
• Screening calls directed to the VP and taking detailed messages in a professional manner
• Collating and processing expense claims for the team via the concur system
• Review invoices and code for VP signature, querying any incorrect or unexpected amounts. In the event of query from a supplier, liaise with Accounts Payable department to identify and resolve promptly any issues delaying payment.
• Proactively monitor invoice receipts to ensure that payments are up to date and no significant amounts are outstanding at any point in time to allow for accurate budgeting and management of costs.
• Prepare schedule of accruals at year end and other key points during the year as required.
• Event plan & manage departmental internal events
• Distribute internal communications within the department, ensuring all key correspondence is cascaded to the appropriate management and teams
• Assisting with on-boarding of new starters and overseeing desk moves
• Assisting guests and visitors from overseas offices as required
• Producing and editing departmental PowerPoint presentations
• Secondary administrative support to Senior Director and other team members
• Maintenance of paper filing systems
• Facilitation of team meetings; setting up video conference calls, distributing conference call details, minute taking and distribution of actions when required.
• Ensuring meeting rooms are reserved for meetings when required and that appropriate refreshments and IT assistance are provided
• Liaison with IT department to ensure appropriate equipment is provided and maintained across the team and to ensure any service issues or technical problems are resolved with the minimum of disruption Qualifications and/or

Experience Required:

• Calm, approachable and unflappable
• Proactive, with a proven track record of taking the initiative to resolve issues and support a busy team.
• Advanced PowerPoint and Excel Skills
• Experience in supporting Senior level Executives, with busy international travel schedules
• Excellent communicator - verbal & written Confidentiality - ability to maintain the highest levels of confidence Ability to manage multiple priorities and a keen eye for detail
• Confidence - the ability to push back in a professional manner
• Must be friendly, approachable and always willing to help/problem solve
• Good interpersonal communication.
• Team player and able to get on well with people.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.

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