Executive Assistant to Chief Operating Officer

England, London, West End
24 Jul 2019
21 Aug 2019
Alex Levy
Job Title
Industry Sector
Banking / Finance
Contract Type
Full Time

Investment Firm

Executive Assistant to Chief Operating Officer

£40,000 per annum plus excellent benefits

West End


Key Duties

Diary Management:

  • Management of a highly demanding diary, prioritising commitments and ensuring all arrangements are in place
  • Forward planning and detailed mapping of the diary to ensure all responsibilities, commitments and project deadlines are achieved
  • Arrangements for all trips in the UK and abroad


  • Liaising closely with an extensive network to cultivate and maintain strong working relationships, including with high profile individuals
  • Key contact for COO's direct reports; in many cases working with them to deliver successful projects
  • Preparation and review of all meeting materials
  • Management of any follow-up actions from meetings and ensuring these are carried out on time
  • Review of key documents, some of which are of a confidential nature, for accuracy

Board Papers:

  • Leading the production and distribution of the Board papers (quarterly)
  • Creating the production timeline for the delivery of the Board papers, by senior management, to ensure deadlines are met
  • Detailed review and coordination of all Board papers in advance of them being sent to Directors
  • Collating the quarterly press pack and broker notes for the Board papers, including writing summary notes
  • Detailed event planning and ownership of the running of the Annual General Meeting and Annual Board 'Away Day'

Investor Relations:

  • Line Manager to the Investor Relations Support administrator
  • Overseeing the Investor Relations inbox
  • Being the sole point of contact for all external IR related questions
  • Assisting in the preparation of shareholder presentations
  • Organising the annual broker calls and investor roadshow
  • Writing briefing and summary notes before and after each shareholder meeting

General / Ad-hoc:

  • Secretariat for the senior management. This includes setting agendas and ensuring all follow-up actions are carried out. Very occasionally, this will include attending meetings and taking minutes.
  • Full management of post and email, including drafting responses to correspondence where appropriate
  • Personal work
  • Assist in arranging the annual Disaster Recovery test and Communications cascade
  • Overseeing the budget process for the Operations department
  • Ensuring all aspects of the Company's website and intranet are kept up-to-date

Skills and Attributes

  • Driven and passionate about their job
  • Excellent planning, communication and organisational skills
  • Solutions orientated individual
  • Confident yet calm demeanour, with the ability to work under pressure and meet deadlines
  • A can-do attitude with a pro-active and positive approach to work, including flexibility and adaptability to a variety of tasks
  • Excellent attention to detail
  • Graduate calibre
  • Excellent typing skills
  • Strong IT skills in all Microsoft packages

Please send your CV for immediate consideration.

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