Senior Executive Assistant - Human Resources and Client Engagement

Job information:

• Functional title – Senior Executive Assistant
• Department – Human Resources / Client Engagement
• Corporate level – Senior Associate
• Report to – MD, Human Resources / MD, Client Engagement
• Location - London

What you will be doing:

The Senior Executive Assistant will support the MD, Human Resources and MD, Client Engagement, and their leadership team.

The candidate must have a positive proactive attitude and be an excellent communicator and multitasker, with excellent attention to detail.

The role requires good judgment in the receipt, processing, and response to important internal and external inquiries, requests, and correspondence, often of a time sensitive, critical, and confidential nature.

The MD, Human Resources and MD, Client Engagement work directly with the Executive Management Committee, the Board of CLS, Regulators and numerous other key stakeholders, so the individual in this position must be able to interact appropriately with these important parties.

• Coordinate daily flow of work for MD Human Resources and MD Client Engagement - acting as support and gatekeeper to the team.
• Diary management – proactive management of busy calendars, heavy scheduling of meetings and calls, involving multiple diaries and different time zones. Appreciating the dependencies between meetings, and to be efficient in managing accordingly.
• Travel logistics and coordination – organize and plan frequent travel (mostly international, some domestic), including flights, hotels and ground transportation. Handle processing of visas when necessary.
• Expenses – accurate and timely processing of expenses using the Concur web portal for the MD, HR and MD, Client Engagement, and the HR Leadership Team.
• Ensure that the leaders are prepared for meetings / calls with all required materials, and documents are distributed ahead of time to all.
• Prepare correspondence, memos, reports, presentations, and other tracking mechanisms as directed. Provide back-up coverage for the UK EA team.
• Team meetings – proactively collect the items/discussion topics for departmental team meetings, manage the agendas and communication out to participants, track follow-up actions.
• Board meetings - assist the leaders and their teams in preparing, packaging and formatting various Board and Committee presentations / materials.
• Manage weekly whereabouts of MD Client Engagement and the MD, Human Resources’ teams and ensure relevant coverage at all times.
• Track deliverables, follow up with necessary direct reports to ensure all deadlines are met.
• Partnering closely with the Talent Acquisition team to organize the scheduling of candidate interviews for recruitment process stakeholders.
• Opportunity for the right candidate to take on certain projects within the functions remit.
• Organize and maintain electronic and manual file systems, correctly file correspondence and other records; copy/scan correspondence or other printed materials.

What we’re looking for:

• Considerable Executive Assistant experience supporting senior executives in a professional and collaborative environment.
• Service oriented with a genuine appreciation for urgency – able to provide a consistently responsive and proactive support and assistance.
• Effective in managing workload priorities and flexing to daily changing priorities.
• Able to work globally – the MD, Human Resources is located in New York and the MD, Client Engagement is located in London.
• Superior written and verbal English communication skills.
• Advanced proficiency in Microsoft Office systems, with knowledge of Excel and PowerPoint preferred.
• Demonstrate sound judgment handling competing priorities, time-sensitive projects and potential conflicts.
• Time management - able to plan work efficiently to ensure own deadlines are fully achieved, and communicates in a timely manner.
• Delivery focused – must be highly execution focused and demonstrate a clear understanding of annual objectives and how they will be achieved / measured.
• Ability to carry out continuing and complex assignments that require the organization of materials, the handling of routine administrative details, and the preparation of reports.
• Able to adapt and work in a fast-paced and transformational environment.
• Ability to properly handle confidential and highly sensitive information.
• Able to provide flexible support during key times of the year.
• Proficiency in phone and video conference systems.