Executive Assistant to CEO & Senior Management

Salary: £60,000 p.a.

15-month maternity contract

Hybrid from their office in Shoreditch E1

Our client is an industry leader involved in supporting legal firms across the UK and abroad with various research projects. They are looking for a dedicated and highly organised EA to provide comprehensive admin support to the CEO and Senior Management team. You would be responsible for managing a wide range of tasks that enable Senior Management to operate efficiently. This is a key role that requires excellent communication skills, meticulous attention to detail and the ability to manage multiple priorities in a fast-paced environment. You will be proactive, professional and capable of handling confidential information with discretion. Responsibilities will include diary management, meeting preparation, correspondence, project coordination, taking and preparing minutes of meeting to ensure Senior Management are supported in their daily operations.

Responsibilities:-

• Provide high-level administrative support to the CEO and Senior Management, managing their diaries, scheduling meetings, and organising travel arrangements.
• Prepare meeting agendas, reports, presentations, and briefing documents.
• Assist with organising board meetings, team meetings, and strategic planning sessions, including preparing board meeting minutes.
• Organise and attend meetings, taking minutes, distributing agendas.
• Act as a point of contact between the CEO and Senior Management and internal/external stakeholders, ensuring smooth communication across departments.
• Maintain discretion and confidentiality in all matters related to the CEO and Senior Management.
• Assist with the coordination of key projects and initiatives driven by the CEO and Senior Management.
• Maintain effective records and documentation, ensuring the CEO is well-prepared for all engagements.
• Arrange all staff business travel, including booking flights, accommodations, and transportation, while ensuring compliance with company travel policies.
• Create and update financial reporting charts.
• Organise external staff training and maintain records.
• Track and renew staff memberships with professional organisations.
• Support freelancer recruitment, onboarding, and documentation updates.
• Assist with ad hoc tasks as assigned by the CEO and Senior Management, ensuring timely and efficient completion to support organisational goals.
• Travel and attend offsite meetings with the CEO and Senior Management.
• To undertake training and development as specified by line manager, management or director
• Undertake any additional duties appropriate to the post as requested by line manager/CEO.
• To observe the company’s conduct code, rules and regulations
• Attend internal or other meetings or events as requested.

Essential Requirements:

• At least three years of experience working as an Executive Assistant.
• Strong organisational and time-management skills, with the ability to prioritise tasks effectively.
• Excellent written and verbal communication skills.
• Experienced in preparing clear and concise meeting minutes, ideally including board minutes.
• Ability to work independently and handle confidential information with discretion.
• High attention to detail and a proactive, problem-solving approach.
• Ability to work collaboratively with different teams.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other office management tools.
• Excellent administrative skills.
• Reliable, flexible and adaptable.
• Able to work efficiently under pressure and handle tasks at short notice, ensuring deadlines are met without compromising quality.
• Ability to work under pressure and manage a high workload effectively.