September 26, 2022

Executive Assistant

London

Job details

Service Line
Operations
Type
Permanent

Job description

Interpath Advisory Executive Assistants are required to provide high level support at all times to Managing Directors/Directors.

The Role

The role requires initiative, proactivity, flexibility, and discretion.   The Executive Assistant needs to be confident, assertive and have the ability to make the Managing Directors/Directors’ needs their top priority, whilst managing their own workload effectively.  

The Responsibilities

Provide excellent support to Managing Directors/Directors - tasks to include:

  1. Diary management – organise meetings and conference calls, book meeting rooms and organise catering, as required, and make good use of stakeholders’ time.
  2. Inbox management – monitor e-mails and highlight any key actions/deadlines.
  3. Prepare accurate documents including letters, meeting notes, agendas, reports, presentation slides, etc., and use appropriate branding when required.
  4. Arrange travel/accommodation and be mindful of cost when booking flights, rail, and hotels.
  5. Process accurate expense claims ensuring they are submitted on time.
  6. Preparation of client fees and other financial administration tasks.
  7. Ensure that the CRM database is kept up to date.
  8. Assist with the co-ordination of business development events, I.e. compile invitees list, manage invitations/responses, liaise with venue to discuss requirements/hospitality, etc.
  9. Arrange seminars and training events, as required.
  10. Answer and direct incoming telephone calls promptly and politely.
  11. Assist with office facility tasks when required, e.g. reception cover, placing stationery/catering supply orders, setting up of meeting rooms to accommodate meetings/events and take on board any additional ad-hoc requests.
  12. Assist Executive Assistant colleagues when required, e.g. share tasks/cover absences.

The Individual

The following skills are required:

  1. Experience as a Personal Assistant/Executive Assistant/Secretary at senior level.
  2. Be able to build effective working relationships with other Interpath colleagues to support business effectiveness and be a strong team player.
  3. Excellent work ethic and a willingness to take the initiative and ownership to see things through to completion.
  4. Proactively identify/highlight issues to ensure appropriate prioritisation is made and deadlines are met.
  5. Strong organisational skills and excellent attention to detail and an ability to provide information to a high standard.
  6. Excellent verbal/written communication skills and interact well with both internal and external clients.
  7. Proactive and possess exceptional time management skills to effectively prioritise workload and have the ability to work under pressure in a fast-paced environment.
  8. IT literate with a strong knowledge in MS Office including Word, Excel, Outlook and PowerPoint.

Qualifications

Five GCSEs/O Levels or equivalent including English and Maths.

Additional Information

Core hours are 9.00am – 5.00pm (35 hours per week) although flexibility may be required.


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