Executive Assistant

3 weeks ago

London, United Kingdom Red Island Recruitment Full time

Executive Assistant


My client an Advisory, Intermediation and Asset Management firm is seeking to hire a Executive Assistant to join their team in London. You will be responsible for assisting in the management of the day-to-day smooth running of the office and providing the highest quality of administrative support to the Managing Director. This interesting and ever evolving role will challenge your skills as an exceptional assistant, who can be a step ahead at all times, demonstrating excellent planning, organisational and time management skills, ensuring efficiency in all areas. As no two days will be the same, being flexible on what is required on a day-to-day basis will be essential.


Key Responsibilities:


Executive Assistant


  • Act as Executive Assistant to the Managing Director, providing a first-class level of administrative support.
  • Be the main point of contact between the MD and senior internal and external business stakeholders.
  • Effectively manage the MD’s diary, scheduling meetings, booking travel arrangements and accommodation when needed and preparing itineraries.
  • Monitor the MD’s emails and correspondence, bringing information to the MD as required and taking appropriate action.
  • Manage, track and process the MD’s business expenses.
  • Co-ordinate internal SMT and Board meetings, including the compilation of agendas, preparation of supporting documents and timely issuance of meeting packs, drafting of minutes and follow up of key actions from the meetings.
  • Prepare clear and accurate communications, documents, presentations and reports.
  • Plan and organise internal and external team events.


Office Management


  • Ensure adherence to policies and practices relating to the operation of the office.
  • Update and communicate business emergency and contingency plans.
  • Manage and run induction programmes for new employees.
  • Establish and maintain administrative systems and processes to enable accessibility of information as well as document storage and retrieval.
  • Act as Liaison with tenants, overseeing the various issues arising day to day and ensuring all tenant documentation, including lease agreements, are up-to-date and appropriately filed.
  • Act as Liaison with building management, with regard to building and office codes, safety, security and maintenance procedures.
  • Work closely with other professional organisations, contractors, clients, cleaning company and other vendors, and monitor vendors’ contracts.
  • Oversee outside workers engaged in construction, equipment installation, facilities repair and general maintenance.
  • Maintain a professional, attractive and positive working environment.


Experience & Requirements


  • Higher level education
  • At least five years’ experience in a similar role
  • Strong business acumen
  • Experience in a HR related discipline is an advantage, though not essential
  • Advanced IT skills to include MS Word, Excel, Outlook and PowerPoint


Competitive salary + benefits


Please get in touch :

Joe Keane

Red Island Recruitment

Joekeane@redislandrecruitment.com

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