Executive Assistant

We are looking for an Executive Assistant to join a large support team, focusing on helping the Chief Operating Officer and wider Executive Board as required. The Executive Assistant will serve as a vital partner to senior leadership, providing high-level administrative support to ensure operational efficiency and success. This role demands exceptional organisational skills, discretion, and the ability to handle diverse responsibilities in a fast-paced, dynamic environment. Acting as the primary point of contact for internal and external stakeholders, the Executive Assistant is a trusted confidant and facilitator who helps streamline communication, planning, and execution of executive-level initiatives.

Key Duties

1. Serve as the first point of contact for the executive, managing communications with professionalism and discretion
2. Screen and respond to emails, calls, and correspondence on behalf of the Chief Operating Officer
3. Prepare agendas, presentations, and briefing materials for meetings
4. Take minutes during high-level meetings and ensure follow-up on action items
5. Maintain and update the Chief Operating Officer’s calendar, prioritising and scheduling meetings, appointments, and engagements
6. Proactively resolve scheduling conflicts and anticipate time management needs
7. Coordinate and confirm travel itineraries, accommodations, and transportation logistics
8. Draft, proofread, and finalise reports, memos, and other corporate documents
9. Taking dictation and editing documents in a live scenario
10. Assisting with the preparation / drafting of multiple document formats, including within the Microsoft Office Suite and Adobe Creative Suite
11. Organise and execute company events, conferences, and team-building activities
12. Liaise with vendors, venues, and service providers to ensure seamless event execution
13. Act as a liaison between the Chief Operating Officer and staff, fostering clear communication and teamwork whilst maintaining confidentiality when required
14. Assist in managing key projects, tracking deadlines, co-ordinating teams and ensuring deliverables are met

Skills and Knowledge

1. Experience as a Personal Assistant, Executive Assistant, or similar supporting senior-level professionals
2. In-depth understanding of administrative processes, project management, and office systems
3. Proficient in Microsoft Office Suite, project management software, and communication tools
4. Exceptional written and verbal communication skills
5. Meticulous in managing schedules, documents, and correspondence
6. Able to take dictation and edit documents in a live scenario
7. Able to assist with the preparation / drafting of multiple document formats, particularly within the Microsoft Office Suite, and the ability to edit using the Adobe Creative Suite including Photoshop and InDesign would be an advantage
8. Ability to maintain composure under pressure and adapt to changing priorities
9. Strong interpersonal skills, including the ability to work effectively with diverse personalities and teams
10. A proactive approach to problem-solving with sound decision-making abilities
11. Proven ability to manage complex projects and executive calendars