Executive Assistant

2 weeks ago

London, United Kingdom Level 20 Full time

Company Description

Level 20 is a not-for-profit organisation dedicated to improving gender diversity in the European private equity industry.

 

Our ambition is for women to hold 20% of senior positions in this dynamic industry. To that end, we work to inspire women to join private equity industry, particularly in investment roles, and to help them succeed by providing support and facilitating the sharing of insights and experience.

 

We have grown rapidly and are funded by 120 private equity firms. We also have the ongoing support of our growing membership of over 6,000 individuals working in private equity across 12 international chapters in Europe.

 

The Role

 

The EA & Project Associate is an integral part of the team and reports to the CEO. They provide EA support to the CEO and Senior Team, as well supporting the CEO to bring in new sponsorship for the organisation. The EA & Project Associate supports the organisation with office and CRM/database management. The role is varied, and we are looking for an individual who is keen to learn more about gender diversity in private equity to support our mission. The role involves liaison with a broad range of stakeholders, both within the private equity industry and the broader financial services community.

 

Duties include but are not limited to:

 

Support CEO:

  • General day-to-day EA support to the CEO including administrative support e.g. inbox support, drafting reports, presentations and emails.
  • Diary management for the CEO and Senior Team (4 people).
  • Arranging Board, Advisory Council and other committee meetings, including liaising with various board and committee members’ EAs. Attending meetings on occasion and writing minutes/actions to support the Senior Team.
  • Handling all correspondence, including emails and phone calls, on behalf of the CEO.
  • Organising and preparing for meetings, including drafting agendas, booking meeting rooms, and taking minutes (as required).
  • Travel management including arranging and coordinating domestic and international travel, including flights, accommodations, and itineraries for the CEO and Senior Team.
  • Supporting with ad-hoc report work such as desk-based research, data collection and drafting reports, particularly on new sponsors (information on PE firms, individuals working in firms).
  • Supporting with governance and policy implementation, e.g., maintaining the confidentiality of sensitive information and ensuring compliance with organizational policies
  • Supporting Senior Team with onboarding of all new starters to the team.

 

Sponsor recruitment

  • Assisting CEO with sponsor recruitment such as coordinating new sponsor interactions, pipeline management, researching potential sponsors and maintaining a new sponsor tracker.
  • Reviewing and updating sponsor documents such as presentations, commitment letters, etc.
  • Researching prospective sponsors, including preparing reports by collecting and analysing information including using various external sources e.g. firm websites and research tools such as Preqin.
  • Supporting the Industry Impact team with maintaining key sponsor information, including information of the size of funds managed by PE firms (upon which we determine sponsorship).
  • Liaising with prospective sponsors and key stakeholders to support the process.

 

Office support:

 

  • Managing the office inbox and being the first point of contact for all queries.
  • Assisting with CRM administration including data entry and approvals (including checking information on individuals to ensure it is accurate).
  • General office management support, including organising and assisting with team events (booking venues, getting food and drinks organised, other logistics).
  • Working with the Member Services and Industry Teams to support events and other key initiatives as required (including admin support on logistics, attendance lists and name badges). Supporting wider team with ad-hoc project support as required

Requirements and Experience:

 

 Essential

  •  Experienced EA, with good administration and project management skills.
  •  Strong technical skills including using Outlook, Word, Excel and PowerPoint.
  • Excellent written and email communication skills.
  • Experience using CRM systems.
  • Highly organised with good interpersonal skills, strong attention to detail, good time management skills.
  • An ability to work on your own initiative and execute plans.
  • An ability to build effective relationships with colleagues and other stakeholders with confidence to communicate with others.
  • A positive proactive can-do attitude, ability to problem solve and be a multitasker.
  • Ability to handle sensitive information with the highest level of discretion and confidentiality.
  • Minimum of 3-5 years’ experience as an Executive Assistant, supporting C-level executives.

Salary and benefits

  •  Starting salary will be determined according to the candidate’s profile.
  •  25 days holiday plus statutory holidays.
  •  5% contribution to pension plan.

 

Other Important Details:

 

This is a permanent, full-time position, which requires 3 days in the London office. The office is based in Waterloo, London SE1. General Office Hours are 9.00am - 5.30pm Monday to Friday. Level 20 organises several events including breakfast and evening functions which you may need to attend. 

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