Job Title: Executive Assistant to Partner
Location: Central London
Employment Type: Full-Time, In-Office (5 days/week)
Start Date: January 2025
About Us:
We are a leading investment firm based in the West End. Our team consists of high-performing professionals who thrive in a fast-paced, results-driven environment. We’re seeking an experienced and proactive Executive Assistant to provide dedicated support to one of our senior partners and assist with key office management duties.
Role Overview:
As the EA to Partner, you will play a vital role in supporting the Partner and ensuring smooth daily operations. This role demands a high level of professionalism, discretion, and organisation, along with the ability to manage multiple priorities. You will be responsible for comprehensive diary and travel management, supporting the Partner with various administrative tasks, and occasionally assisting the wider team with travel arrangements and ad hoc requests. This is a dynamic, hands-on role suited for an experienced EA with a minimum of 5-10 years of experience in a corporate setting, preferably in financial services.
Key Responsibilities:Overview: In this role, you will provide extensive administrative and operational support to a senior executive, while overseeing daily office management to ensure smooth and efficient operations.
Key Responsibilities
Executive Support:
*Deliver high-level, 1:1 support for a senior leader.
*Manage complex diary arrangements (personal and professional) across multiple time zones, coordinating internal and external meetings across the UK, Africa, Asia, and Europe.
*Organise international and domestic travel logistics, including arranging visas, flights, accommodations, and transportation, while ensuring up-to-date travel documents.
*Collaborate with portfolio companies to organize annual board meeting schedules.
*Coordinate and plan annual travel around board meetings, investor engagements, and internal team events.
*Prepare meeting materials in advance, including for board meetings, leadership gatherings, and investor sessions.
*Coordinate conference and speaking engagement preparations, including delegate meeting schedules and press engagements.
*Act as a central point of contact for executive assistants, company secretaries, and team members across multiple locations.
*Manage email inbox, screening and responding to communications as needed.
*Handle confidential and sensitive personal and professional administration.
*Conduct monthly expense reconciliation.
*Coordinate team offsite events.
*Perform additional ad-hoc tasks as required.
Office Management:
*Maintain relationships with vendors, service providers, and property managers.
*Work closely with the IT department to oversee office equipment and troubleshoot issues as they arise.
*Facilitate new employee onboarding, including IT setup and right-to-work checks.
*Collaborate with the Finance team to manage office budgets and handle invoice reconciliation.
*Coordinate with property management to ensure compliance with maintenance, health and safety standards, and equipment testing.
*Oversee AV equipment in meeting rooms.
*Organise team events and social gatherings, including annual parties.
*Manage all mail, shipping, and courier needs.
*Order and stock office supplies.
*Propose and implement improvements to office processes for enhanced efficiency.
Ideal Candidate Profile
We value inclusivity and diversity, welcoming individuals with varied perspectives and backgrounds who demonstrate a commitment to achieving impactful financial and environmental results. Our ideal candidate brings curiosity, intelligence, empathy, and determination, regardless of whether their experience aligns perfectly with the listed qualifications.
Qualifications and Skills
*5-10 years of experience as an executive assistant, ideally within Private Equity, Finance, or Professional Services.
*Bachelor’s degree.
*Advanced proficiency in MS Office Suite.
*Strong background in diary and email management.
*Proven experience in complex travel coordination; familiarity with Africa preferred.
Key Attributes
*Detail-oriented, proactive, and conscientious.
*Strong team player with excellent communication and independent prioritisation skills.
*Solution-oriented with a "can-do" attitude.
*Calm and composed under pressure, with patience and a sense of humour.
*Exceptional written and spoken English skills.