We are seeking a highly capable, discreet and proactive Executive Assistant to provide comprehensive support to the Director General and the wider team of 5 within a dynamic, international environment. This is a pivotal role at the heart of the organisation, requiring exceptional organisational ability, absolute confidentiality and the confidence to manage complex administrative responsibilities with precision and professionalism. The successful candidate will be a trusted partner to senior leadership, able to anticipate needs, manage competing priorities and operate with tact in all interactions. This role will be based within their London offices and requires visibility in the office everyday.
Key Responsibilities
Working under the direct supervision of the Director, the role will include:
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Managing and coordinating the Directors diary, meetings and appointments, including complex international travel arrangements (visas, accommodation, security clearances and logistics).
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Maintaining executive and organisational calendars, ensuring timely reminders and preparing well-researched briefing notes ahead of meetings and events.
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Organising, maintaining and safeguarding comprehensive filing systems, including confidential, administrative, finance and project documentation (both electronic and physical).
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Managing electronic document management systems and databases, including SharePoint.
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Acting as a key point of contact, liaising confidently and professionally with internal and external stakeholders at senior level.
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Supporting the preparation and delivery of meetings, including logistics, background research, drafting agendas, minutes, reports, presentations, spreadsheets, tables and graphs.
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Providing full secretarial support for formal meetings, including preparation, updating and quality assurance of all documentation.
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Proofreading, editing and quality-controlling correspondence, reports and briefing papers to ensure accuracy, consistency and an exceptional standard of written English.
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Supporting the organisation of events and assisting with the drafting of press releases and related communications.
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Maintaining and updating content on internal and external digital platforms to ensure accuracy, relevance and timely publication.
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Monitoring and tracking payments, invoices and audit-related documentation, following up on outstanding items and ensuring compliance with internal processes.
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Preparing and processing invoices, tax claims, travel expenses and assisting with the preparation of budgets in coordination with relevant teams.
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Overseeing the administrative operations of the office, including procurement, supplier liaison and ensuring an efficient working environment.
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Undertaking any other duties as required by senior management.
About You
You will be an experienced executive support professional who thrives in a fast paced, high trusting environment and brings a calm, solutions focused approach to your work.
You will demonstrate:
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Exceptional organisational skills and the ability to manage a broad and varied workload.
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Outstanding written and spoken English, with proven experience drafting and editing high quality documentation.
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A proactive, reliable and detail-driven approach, with the ability to work under pressure and meet tight deadlines.
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Absolute discretion, professionalism and the ability to handle sensitive information with confidence and tact.
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Strong initiative, sound judgement and meticulous attention to detail.
Experience & Qualifications
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Four years experience in a senior secretarial, executive assistant or administrative support role.
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Experience supporting senior leadership within an international or complex organisation is highly desirable.
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Completion of secondary education to university entrance standard; higher education qualifications are an advantage.
This role offers a competitive salary alongside an attractive benefits package. You will be joining a professional, international environment where your contribution is genuinely valued and where you will have the opportunity to work closely with senior leadership at the heart of the organisation.