Executive Assistant

7 months ago

Saint Peter Port, United Kingdom IQ EQ Administration Services (UK) Ltd Full time

A true team player, with excellent communication skills you will ensure that the MD's time is maximised and that their diary runs smoothly, along with providing secretarial and administration support to the wider Guernsey Senior Leadership team as appropriate.

You will have previous experience dealing with conflicting priorities, whether that's diary and travel management, attending Senior Leadership meetings to take minutes and issuing agendas and meeting packs, or chasing actions. You will be organised and adaptable, thriving in a varied and fast-paced environment.

**This is a part-time role, up to 30hrs per week.**

**Tasks**
- Diary organisation for the MD and members of the senior leadership team.
- On behalf of the MD
- Approve absence requests for all his direct reports.
- Set up ad hoc review and 1-2-1 meetings with all his direct reports.
- Co-ordinate and organise meetings, conferences including staff floor meetings (Town Halls) and senior leadership team meetings both in person and virtually.
- Collate information, statistics, reports, presentations, and briefs where required.
- Ensure all meeting packs are published in a timely manner.
- Maintain a high level of document management in relation to meeting documents and Board level correspondence in line with Group standards.
- Undertake minute taking and ensure all actions are captured and followed up. Ensure all meeting minutes are written and reviewed in as timely a manner as possible.
- Maintain employee structure charts on behalf of the HR team for regulatory reporting purposes.
- Respond to requests for assistance from other EAs / Business Support staff within the Group in relation to organising meetings.
- Arrange travel itineraries including flights and hotel bookings including diary entries.
- Process and manage expenses, invoices and purchase orders for all senior management.
- Monitor and maintain the use of the corporate credit card.

**Qualifications**
- Previous experience supporting C-Level Executives.
- Advanced experience of Microsoft Office 365.
- A high attention to detail.
- Ability to organise, prioritise workload and demonstrate adaptability.
- Self-driven and motivated, with an ability to show initiative in all situations and the ability to take responsibility for actions.
- Confidentiality is a **must** - this role is party to highly sensitive information, which is important in both protecting our employees and our business.
- The ability to pre-empt the needs and diary requirements of your stakeholders to ensure things run smoothly.
- A hands-on approach, flexible attitude, and happy working as a team with other EAs throughout the Group to ensure a consistent approach to ways of working.

**Additional information**

At IQ-EQ we want you to reach your full potential. We offer an inclusive and diverse environment to support your career aspirations. With a strong emphasis on continuous learning and a holistic approach to your professional and personal development. We also offer opportunities across our service lines and our international network of offices.

**Company description**

IQ-EQ is a leading Investor Services group which combines global expertise with an unwavering focus on client service delivery. We support fund managers, global companies, family offices and private clients operating worldwide.

Job ID 459949307

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