Our Executive Assistants provide high-level administrative support to executives and often serve as a gatekeeper, managing schedules, communications, and various tasks to enhance the efficiency and effectiveness of their organizations' leadership. Their role involves handling confidential information, making strategic decisions, and ensuring the smooth operation of executive offices.
Position Responsibilities
- Providing top-level day to day business partner support to the Managing Directors & Associate Director through calendar management and responding to emails.
- Acting as first point of contact for enquiries
- Producing correspondence on behalf of the Managing Director & Associate Director
- Proactively managing diaries, managing numerous daily requests to maximise productivity
- Coordinate travel and accommodation requirements
- Updating our CRM, Affinity
- Writing, preparing and formatting emails, reports and presentations
- Researching information upon request for Managing Director
- Adhering to company values and policies at all times
- Marketing support where required
- PA for Managing Director’s Family administration (Ad hoc admin for lifestyle tasks, Family Office liason and travel management)
- Management and coordination of agendas for 1:1 and direct report meetings
- When requested, attend senior leadership meetings to create agendas, take minutes and provide reporting.
- Maintain confidentiality and use a high degree of discretion
- Oversee internal administration processes and system upkeep (i.e reminders on time sheets)
- Assisting in internal reporting (i.e timesheet reporting)
- Assistance with oganisation of functions, events, and other ad hoc celebrations throughout the year
- Minute taking for meetings upon request
- Office Coordination, general office support and other building matters when required.
Qualities you’ll need to succeed
- Proactive, adaptable and self-managing with the initiative to get things done
- Ability to lead confidently
- Ability to handle a fast-paced environment
- You have experience dealing with senior management and company executives
- Strong commercial acumen and understanding of the Investment Banking/Private Equity industry
- You have strong IT, calendar management and organisational skills
- You possess qualities such as sound judgement, finely-tuned instincts and outstanding interpersonal skills
- You’re productive, deadline-driven and efficient, with great attention to detail
- Strong decision-making skills
- Highly presentable and professional in all dealings
- Roll up sleeves and get job done attitude
Preferred knowledge, skills and experience
- Highly proficient with Microsoft Office
- Experience with CRM management (i.e Affinity)
- Experience with time sheet management (i.e My Hours)
- Has previously used LinkedIn and Canva
- Strong written and verbal communication skills
- Experience managing domestic and international travel
- Ability to maintain confidentiality
