Executive Assistant to Director

2 days ago

London, Greater London, United Kingdom Joyce Guiness Limited Full time
Job Title: Director's Executive Assistant

We are seeking an experienced and highly organized Executive Assistant to provide administrative support to our Director. The ideal candidate will be a proactive and personable individual with a strong ability to work independently and as part of a team.

Key Responsibilities:
  • Proactively manage the Director's inbox and diary, ensuring timely responses to emails and appointments.
  • Prepare a weekly to-do list with relevant backup on Box/Dropbox, ensuring the Director has all necessary information.
  • Track tasks to ensure completion within a timely manner, providing regular updates to the Director.
  • Schedule appointments and facilitate meetings, ensuring the Director has all relevant resources.
  • Take minutes at relevant meetings and ensure all actions are being followed up.
  • Manage project budgets and process contractor/supplier payments.
  • Liaise with German/French colleagues, ensuring effective communication and collaboration.
  • Event management – assisting with hotel events and staff parties/team gatherings.
  • Effectively manage various paper and electronic files, databases, guest lists, spreadsheets, memberships, and subscriptions.
  • Create and edit presentations, ensuring high-quality visual aids.
  • Coordinate and manage travel itineraries, hotel, and conference/event bookings.
  • Deal with private and confidential information in a discrete and confidential manner.

Requirements:

  • Proven experience as an Executive Assistant or in a similar role.
  • Strong organizational and time management skills.
  • Excellent communication and interpersonal skills.
  • Ability to work independently and as part of a team.
  • Discretion and confidentiality when handling sensitive information.

Working Hours: 9-6pm

Start Date: ASAP

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