Deputy EA
An excellent Deputy EA role has been created for an international prestigious Financial institutional client based in London. Our client, a ultra fast growth business has been featured in numerous newspapers and recognised to be at the forefront of this industry. You will be supporting the Chief of staff and the CEO, managing the Executive team.
The company is in a strong position despite the even the Covid situation and extremely profitable. In fact they are busy Quadrupling their workforce and recently purchased new larger offices when many companies are downsizing. Their assets reach into several £Billions.
A truly excellent role for a candidate wishing to join the company on a permanent basis. A professional and courteous individual who can also be confident in their own actions would thrive here.
The role would suit a proactive and capable individual with a passion to deliver to the highest standard. Another trait of being highly organised with a common sense approach would do really well.
Experience in the Property/Finance/Legal sector would be advantageous, but not essential. You will maintain the smooth running of all office administration tasks and be highly organised and be one step in front of everyone.
Your duties will include:
Purpose of Role
Overseeing Junior EA's and Office Managers, collaborating closely with the Chief of Staff, managing the CEO's schedule, and handling various administrative tasks. This role requires exceptional organisational skills, discretion, and the ability to work independently while maintaining a very high level of confidentiality.
One would be resilient and able to juggle multiple tasks at once. The Candidate will report directly into the Chief of Staff. The successful candidate will need to be able to manage Office Managers and Private Drivers. Please note This is not a stand-alone role and one would need to be comfortable with sharing tasks with other members of the team as well.
Key Responsibilities:
Team Oversight
- Supervise and provide guidance to Junior EAs and Office Managers.
- Conduct regular check-ins to ensure smooth operations within the executive support team.
- Collaborate with the Chief of Staff to streamline processes and enhance team efficiency.
- Manage the Private Drivers' schedules, including diary scheduling and trip management.
- Manage any changes or adjustments to the CEO's travel plans and communicate them effectively to the private drivers.
- Provide weekly team reports to the Chief of Staff summarising key achievements, challenges, and upcoming priorities.
Executive Support
- Work closely with the Chief of Staff to assist with general EA tasks for the CEO.
- Manage and coordinate the CEO's schedule, including appointments, meetings, and travel arrangements.
- Provide necessary support for the CEO's day-to-day activities, both professional and personal.
- Monitor and respond to emails on behalf of the CEO, ensuring timely and appropriate communication.
- Booking meeting rooms for the team - ensuring no double booking Offering daily support to senior team members - as & when required
- Diary management
- Email filing
- Meeting preparation / agendas / minute taking
- Managing weekly & monthly reporting
- To assist with administrative duties when holiday/sickness cover is required
- Assisting with sourcing corporate gifts & the recipient lists
- Assisting with sourcing sports tickets
- Assisting with event management
- Booking team travel
- Booking team accommodation
- Ensuring tickets, directions, dress codes are advised in advance
- Managing sports & hospitality events (Football, cricket, F1, Wimbledon etc)
- Confidentiality
- Handle sensitive information with the utmost discretion and maintain a high level of confidentiality.
- Implement and enforce security measures to safeguard confidential executive information.
Travel Management
- Oversee the planning and booking of all travel arrangements for the CEO, including flights, accommodation, and ground transportation.
Communication
- Act as a point of contact between the CEO and internal/external stakeholders.
- Communicate on behalf of the CEO in a professional and effective manner.
- Provide clear and concise updates to the CEO regarding important matters when requested.
Training and Support
- Offer training and support to new starters within the Executive Team.
- Facilitate onboarding processes and ensure new team members are equipped to fulfill their roles effectively.
Role Requirements:
- Proven experience in a similar role.
- Excellent organisational and multitasking abilities.
- Strong communication and interpersonal skills.
- High level of discretion and confidentiality.
- Ability to work independently and collaboratively within a team.
- Proficiency in MS office packages
- Self-motivated with the ability to problem solve effectively
- Excellent attention to detail
- Strong proficiency in business administration & confidentiality
Work from home:
Due to the exponential growth of this company -Quadrupling in size over 4 years they need to manage this culture and workflow. For now they only allow working from the office. Please note they do not have a work from home culture as this has not worked for them in the past. PLEASE BEAR THIS IN MIND, IF THIS IS IMPORTANT TO YOU, I WOULD URGE YOU TO NOT APPLY TO THIS PARTICULAR ROLE.
Bonus:
This company has paid very healthy bonuses even during the peak of Covid, when businesses didn't even know if they would be in business for the next few months! This absolutely shows the resilience of the CEO and how staff are treated.