Executive Assistant

3 months ago

London, UK, United Kingdom Westgrove Full time

A Tier 1 Family Office are looking for a Client Facing Executive Assistant to join their growing global team.


About Us


Westgrove was founded in 2012, by Partners with a Hedge Fund and Corporate Finance background. Our mission is to provide best-in-class Asset Management and Investment Banking services globally, to a select number of families and their corporates.


Job Description


This is an exceptional opportunity for a high calibre professional who thrives within a fast-paced working environment, to work alongside senior management and to develop a successful career at Westgrove.


This wide-ranging role is ideal for a resilient self-starter with a strong work ethic, who enjoys a fluid working environment where no two days are the same.


We are looking for a confident, proactive and collaborative candidate with a flexible approach and strong interpersonal skills. Experience juggling and prioritising a varied workload in a fast-paced environment alongside strong time management skills and remaining on the ball is key. The candidate will work closely with the Firm’s other EAs.


Job Responsibilities


  • Diary Management – day-to-day diary management, meeting scheduling/coordination and external meeting reservations for the Directors, often catering to overseas time zones and unexpected changes.
  • Meeting Management/Support – greeting external guests where required, preparing meeting rooms, compiling all required materials, organising food and beverages, technical setup, and subsequently clearing down of meeting rooms.
  • Secretarial Support – booking and arranging meeting rooms, coordinating meeting attendance, committee meeting support, proof-reading, preparing and formatting business documents. Expense reporting & management.
  • Travel Arrangements – management of extensive travel, often with last minute changes alongside cost management, compiling all required documentation and producing detailed itineraries.
  • Client Administration – all aspects of client administrative support, including post, travel and gifting requests, as well as varied ad-hoc project work. Maintenance of the CRM system.
  • Office Management – working alongside the building’s Facilities team to ensure the office is well maintained. Assisting with general office management: monthly stock take, ordering supplies, post management and liaising with all office vendors. To be the main point of contact on a day-to-day basis for all administrative/office queries. To take ownership of managing the shared administrative mailbox.
  • Event Management & Corporate Gifting – collaborating with the Firm’s other EAs in coordinating internal & external events (team socials, offsites, networking and corporate events). Providing extensive support on both ad-hoc, and annual, corporate gifting cycles.
  • All other ad-hoc administrative/operational duties, ranging from investment support to general errands.


Skills and Requirements


  • Degree, or college diploma, holder;
  • 2-6 years maximum professional experience (excluding internships etc); financial services industry preferred but not a must;
  • Proficient in Microsoft Office, in particular Microsoft Outlook.


  • Extremely resourceful, resilient and adaptable;
  • Proven ability of providing seamless support under pressure. Calm, upbeat and unflappable;
  • Ability to demonstrate initiative, and to work with a high degree of autonomy and independence;
  • Proactivity: can multi-task, plan, prioritise and organise. Able to juggle a varied workload, meet deadlines, and plan ahead;
  • Superb English, proof-reading skills, exceptional attention to detail whilst always maintaining the highest standards;
  • Confidence in working across time zones;
  • High degree of emotional intelligence alongside exceptional communication skills, both written and verbal;
  • Desire to work in a collegiate and dynamic team, to be a true team player.
  • The ability to follow instructions carefully and provide clear, confident communication both internally and externally.


Benefits


  • Hours are from 08:00 AM (Mon-Fri)
  • Role will be onsite 5 days p.w. in London
  • Competitive salary and bonus
  • 25 days annual leave
  • Private medical & dental insurance
  • Pension

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