Senior Executive Assistant - Technology

Job information:

• Functional title - Senior Executive Assistant
• Department - Technology
• Corporate level - Executive Assistant
• Report to - Technology leadership
• Location - London

What you will be doing:

The Executive Assistant will support senior managers across the Technology division and work closely with Technology teams. The candidate must be high energy, have poise, polished with superior communication skills, a positive proactive attitude and be an excellent multitasker with a strong attention to detail. The role requires good judgment in the receipt, processing, and response to important internal and external inquiries, requests, and correspondence, often of a time sensitive, critical, and confidential nature.                            

• Diary Management – proactively manage multiple calendars, heavy scheduling of meetings and calls (internal/external), often across several time zones. Understand dependencies between meetings, advise executives on time commitments, obligations and diary conflicts, and keep executive on task in terms of time commitments
• Ensure that managers are prepared for meetings with all required materials, and documents are distributed ahead of meetings and calls to all participants
• Travel logistics and coordination - organize frequent travel (domestic and international) including airfare, hotels, ground transportation and car services. Connect with relevant travel agencies, and compile materials for travel related meetings. Handle processing of visas when necessary.
• Expenses – accurate processing and timely submission of expenses using Concur
• Provide phone coverage
• Organize and maintain electronic and manual file systems, correctly file correspondence and other records; Copy or scan correspondence or other printed materials
• Provide back-up support for other EAs as needed, including calendar management, travel booking and material preparation
• Perform other additional duties as assigned
• Flexibility for overtime as needed

What we’re looking for:

• Solid Executive Assistant experience supporting several Executives and/or large teams
• Prior experience working in IB/Finance preferred – experience in supporting Technology Executives a plus
• Proactive and able to adapt and work in a fast-paced and transformational environment
• Service oriented - provide a consistently helpful service team and external parties. Effective in managing expectations and workload priorities
• Time management - able to plan work efficiently to ensure own deadlines are fully achieved, communicates project and BAU milestones with team and/or manager
• Delivery focused - start all projects and BAU with the end result in mind, demonstrate a clear understanding of annual objectives and how they will be achieved/measured
• Excellent organization skills and attention to detail
• Demonstrate sound judgement handling competing priorities, time-sensitive projects and potential conflicts
• Excellent writing and superior communication skills
• Advanced knowledge of Microsoft Office systems (Outlook, Word, Excel and PowerPoint)
• SharePoint knowledge a plus
• Ability to carry out continuing and complex assignments that require the organization of materials, the handling of routine administrative details, and the preparation of reports
• Ability to properly handle confidential and sensitive information
• Able to provide flexible support during key times of the year
• Proficiency in phone and video conference systems

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