Executive Personal Assistant

An opportunity to join a fast-paced, growing Financial Services business located in Essex has arisen for an Executive Personal Assistant. This role will be a hybrid arrangement with 3 days in the office, and require some flexibility to travel to other business locations around the area & London from time to time.

The successful candidate will provide support to the Executive Directors so that they can fulfil their daily business or personal responsibilities. Their duties include administrative tasks such as planning and scheduling events, handling correspondence and managing personal calendars, collating of MI and analysing information. In summary, the Executive Personal Assistant will be responsible for:-

Key Responsibilities

• Adhere to all company policies and procedures.
• Continuously identify areas for improvement and provide potential solutions to the company and reduce costs.
• Delivering good outcomes for customers and putting the customer’s interests first.
• Ensure the customer understands what we sell and support the customer in any way you can.
• To act as the confidential and personal Executive PA to the Executive Directors, providing a high-level secretarial service which will include organising meetings, minute-taking and producing complex documentation in a timely manner and drafting correspondence in relation to standard requests etc.
• To act as 'front of house’ for Directors, undertaking activities such as filtering telephone calls, receiving documents, correspondence and messages, and responsible for ensuring information is forwarded to the appropriate Director in an efficient and timely manner.
• To have access, as required to emails to manage their inbox, highlighting any urgent emails or urgent actions arising from them.
• To produce/prepare documentation in a variety of formats including Word, Excel, PDF, PowerPoint and other reports including confidential material.
• To assist with the preparation, drafting and production of documentation for Executive and Board papers.
• Maintain an accurate and efficient electronic and paper filing system and be responsible for records management including archiving whilst improving paperless working by scanning to a central secure location.
• Keep a record of receipts for any credit card purchases to collate and send to the Finance department monthly.
• Ensure that the appearance of their own office and the Executive team’s offices are tidy and well organised.
• Be responsible for ensuring that agendas/papers are prepared sufficiently in advance for meetings and that minutes are accurate.
• Responsible for the dissemination of information either in advance or after the meeting and for following up actions directly with those who have been assigned actions, to ensure that agreed next steps are carried out in a timely manner.
• Scheduling appointments and organising diary entries.
• Editing to completion drafts and compositions as produced by directors.
• Setting reminders for meetings, appointments and other important tasks
• Making travel and hotel arrangements
• Taking notes at meetings, preparing the minutes and subsequently distributing to all participants.
• Liaising with other members of staff and external parties such as clients and Senior Management team
• Preparing expense reports and maintaining a filing system.

Skills and Competencies

• Excellent communication skills and customer/service delivery focused.
• Ability to manage time effectively, work under pressure and meet deadlines.
• Excellent timekeeping and presentation of self & work.
• Strong interpersonal and negotiation skills.
• Articulate & Numerate.
• Analytical and ability to solve problems.
• Identify problems & communicate accordingly.
• Excellent attention to detail.
• Highly organised with an ability to prioritise and deliver allocated tasks.
• Ability to work alone and as part of a team.
• Positive can-do attitude and strong team ethic.
• Escalate any conflicting work requests.
• Comply with FCA and audit requirements.
• Honesty, integrity, reputation, competence/capability & financial soundness as required under the Financial Conduct Authority (FCA).
• Be positive, enthusiastic and motivational about what you do!

Experience Required

• Experience of working in a senior administrative capacity with a good telephone manner.
• Knowledge of working with an Executive Team or Board Directors.
• Administration or equivalent experience of working in a senior administrative capacity.
• Any background in Financial Services or Insurance advantageous however not a pre-requisite