Executive Assistant

Practice Area: Group

Location: London

Team: Central

 

Who we are

We are an EMEA business communications consultancy, experts in reputation, influence and communication. We help our clients to engage complex audiences, offering a comprehensive suite of communications solutions, including insight-led board level consultancy executed with creative flair.

Our work delivers tangible commercial value, while communicating societal purpose. We work across borders and jurisdictions focussed on delivering measurable outcomes, not producing outputs. We are big enough to deliver multi-stakeholder, co-ordinated solutions but small enough to be partners with all our clients.

We connect specialists from across multiple areas to drive results for our clients:

·       Capital Markets

·       Corporate & Campaigns

·       Public Policy

·       Content & Creative

·       Insight & Research

 

Role Overview

Providing an efficient, confidential and professional service, this role will carry out a wide range of administrative duties, including acting as the first point of contact, dealing with enquiries, managing correspondence, organising travel and maintaining the diary. This is the ideal for a highly organised, meticulous and passionate PA who loves supporting at a senior level and building relationships across a business. The role sits in the London office of an international business and will support the senior executive team, including the CEO and COO/CFO.

 

General Duties

• Assisting and supporting the CEO and COO/CFO with extensive diary management and scheduling meetings from multiple time zones.
• Language skills are an advantage but not essential
• Responsible for booking in all travel requirements (flights/hotels and visa needs) as needed.
• Responsible for updating and inputting all monthly expenses.
• Scheduling regular meetings including; Practice Heads Committee, Managing Partners, Executive Committee (ExCo) and Board Meetings.
• Preparing and coordinating presentations and/or papers for ExCo and Board meetings and circulating agendas.
• Attending meetings, specifically Board meetings and taking clear and concise notes/minutes and delivering follow up actions from each meeting.
• Assisting in arranging introduction meetings, client meeting and lunches as required.
• Liaising between the different practice areas across the group in order to help collate and gather information/reports and information as required.
• Assisting and supporting senior advisors – diary, colleague introductions, anything ad-hoc.
• Supporting the Operations Manager with general office management, including events and ad-hoc projects.
• Occasional reception/switchboard cover when required (training supplied).

 

What we’re looking for

• Previous proven experience of working in a busy deadline driven business
• Exceptional organisational and diary management skills
• Impeccable attention to detail
• High levels of flexibility and adaptability
• Excellent communication and presentation skills, both written and verbal
• The ability to multitask and prioritise workload
• The ability to determine which emails, reports, telephone calls
• Strong business and commercial acumen
• The ability to communicate with and present to senior management and executives
• The ability to build relationships at all levels across the business and with external contacts
• Experience using the full Microsoft Office suite

 

 

 At Instinctif Partners and Truth we promote a working environment in which diversity is recognised, valued and encouraged. We acknowledge the multicultural and diverse nature of the UK workforce and society in general. We are committed to principles of fairness and mutual respect. We particularly welcome applicants from those who are significantly underrepresented in our sector. To ensure our equalities and diversity policy is effective, we ask all candidates to complete the following section so we can monitor the diversity of our recruitment process.