Executive Assistant, Asset Services UK

Role Purpose

We are looking for an EA to provide first class administrative support to the Managing Director and Chief Operating Officer of our Asset Services UK business. The ideal candidate will have prior EA experience, will build relationships at all levels with ease across all levels within the business.

Key Responsibilities

• Be the teams’ “right hand person”: strong understanding of their priorities including full, complex diary management.  This involves organising overseas travel, including complex itineraries, client meetings, lunches, dinners and internal and external events
• Effective “gate keeping”: managing all incoming communication (including voicemail and e-mail), efficiently establishing what is priority, drafting replies and ensuring that all mail and enquiries are processed in an accurate, professional and timely manner
• Full management of leadership team meetings including full management of logistics (i.e. organising video conferencing and conference dial in facilities for attendees who will work remotely, securing venue and arranging travel and catering for off-site meetings) and the creation of agenda and presentation material. This includes liaising extensively with teams across the business, nationally
• Extensive travel & expenses management, including booking flights, train tickets and hotel accommodation and processing expenses and invoices via PeopleSoft. Liaising with the Finance Team as necessary
• Attending key meetings, taking comprehensive minutes and taking ownership to ensure that all action points are followed up and resolved in a timely manner
• Answering the telephone for the team as and when required, dealing with client queries, providing information, taking messages and fielding calls where appropriate
• Collating and maintaining organisational information and documents (org charts, contact lists, administrative templates and SharePoint)
• Providing general business support to the wider department and involvement in departmental projects as required
• Extensive collaboration with peers supporting the wider department leadership team.

Key Requirements

• Utmost discretion and sensitivity around confidentiality
• Prior EA experience at Senior Management Level
• Experience of diary management for several members of a team
• Experience of using telephone conference facilities such as WebEx or Intercall
• Demonstrates commercial aptitude and can interpret contracts, invoices at a basic level
• Excellent IT skills: Advanced Excel, Word, Outlook and Power Point (production of high quality documents, reports and correspondence, diary and email management in Outlook) with the ability to pick up systems and process based training quickly
• Excellent organisational and communication skills and exceptional attention to detail
• Ability to prioritise and proactively act on own initiative and co-ordinate demands efficiently ensuring all deadlines are met. The teams diaries and priorities can change at the drop of a hat.
• Being “one step ahead”, i.e. knowing the team’s diaries inside out, where they need to be, when and with the right paperwork in hand
• Willingness to understand the business/industry we operate in
• Previous experience working in Real Estate or Professional Services industries will be an advantage
• Ability to form strong relationships, build trust and influence people
• Outgoing and confident
• Hard working and calm under pressure
• Good sense of humour and willingness to join in with company social events