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Executive Assistant

2 months ago

United Kingdom Aquent Full time €45,900

Job Title: Executive Assistant

Client Location: London - hybrid

Starting: October / November

Salary/Pay Rate: £45,9k pa pro rata (PAYE)

Firm, non-negotiable: No

Hours: Full-time; 35-hour week

Duration: 12 months

Job Description:

We are looking for a highly organised and proactive Executive Assistant to support the UKI & MEA Delivery Lead department. The role involves managing executive calendars, coordinating meetings, and organising key events and communications. The ideal candidate will excel in a fast-paced environment, with a strong focus on building relationships and providing comprehensive support across the organisation.

Key Responsibilities:

Calendar & Travel Management:

  • Optimise executive calendars and manage complex travel arrangements, including last-minute changes.
  • Support staff with travel coordination as required.

Meeting & Event Coordination:

  • Schedule and organise group meetings, including all-hands and team-building events.
  • Compile and distribute weekly senior staff minutes and group updates.
  • Plan and coordinate off-site meetings and events.

Project & Administrative Support:

  • Assist with key projects related to mergers, acquisitions, investments, strategy, and partnerships.
  • Maintain organisational charts, contact lists, and email alias lists.
  • Manage open purchase orders and ensure accurate project scope tracking and billing.

Onboarding & Office Administration:

  • Facilitate job candidate interviews and manage onboarding processes, including office setup.
  • Handle expense reports, employment requisitions, and general office administrative tasks.

Vendor & Policy Management:

  • Collaborate with vendors and project managers to ensure timely billing and project scope management.

Key Skills & Attributes:

  • Positive Attitude: A proactive, can-do mindset with a focus on getting the job done.
  • Team Player: Strong collaboration and relationship-building skills.
  • Communication: Clear, concise written and verbal communication abilities.
  • Adaptability: Flexibility and resilience in a fast-paced, ever-changing environment.
  • Multitasking: Ability to prioritise and manage multiple tasks under tight deadlines.
  • Organisational Skills: Detail-oriented with a drive to improve systems and processes.
  • Ownership: Commitment to seeing tasks through to completion, even with limited control.
  • Time Management: Effective prioritisation to ensure key projects meet deadlines.

If this sounds like you, contact the Aquent team today

The next steps will be shared with shortlisted candidates. Thank you for taking the time to apply.

Client Description:

A multinational cloud-based software company specialising in a series of products designed to drive creative innovation across multimedia. Used by millions around the world for personal and professional use across all industries.

Aquent is dedicated to improving inclusivity & is proudly an equal opportunities employer. We encourage applications from under-represented groups & are committed to providing support to applicants with disabilities. We aim to provide reasonable accommodation for any part of the employment process, to those with a medical condition, disability or neurodivergence.