Executive Assistant Job in the West End, London
We are pleased to be working with a prestigious client based in central London/West End. They are seeking an experienced Executive Assistant to join them as soon as possible. You will be supporting the Owner with his many business endeavours. You will be joining a very supportive family office and joining the office at a very exciting time as they have a new project underway launching in the UK and abroad.
Job purpose
Reporting directly to the Founder and working closely with the Executive leadership team you will take full responsibility and have accountability for the Founders personal and business arrangements.
You will act as the first point of contact for all enquiries and deliver a first-class EA service to and on the Founders behalf. The role requires immersion within the businesses, having a comprehensive understanding of the operation and building meaningful working relationships with the key stakeholders and all operational teams across the business.
Main Duties – Business
Co-ordinating effectively with senior executives in the business to facilitate and assist with the essential flow of information and communication.
Extensive diary management including heavy scheduling of meetings and calls, involving multiple diaries and different time zones.
Inbox management to include drafting and responding to emails on the Founders behalf, prioritising any urgent matters.
Robustly and politely managing meeting, lunch, dinner requests.
Meeting management, document production and preparation of detailed itineraries.
Attending varied business meetings, taking minutes and co-ordinating follow ups and actions.
Preparing memos, letters, invoices, statements and other documents.
Management and oversight of various business projects, particularly relating to New York, London and other locations outside of London.
Liaising with guests, visitors and contractors, as required.
Maintaining and monitoring budgets, expenses and assisting with cost control.
Producing timelines and reviews of projects; monitoring deadlines and deliverables.
Main Duties - Personal
Travel
Liaising with the Founders Personal Aide & Butler on each of the following:
Booking driver for business and social travel as required.
Leading on holiday planning for Founder and any associates, friends, or family.
Arranging all details including personal chefs and accommodation.
Managing all travel arrangements including transfers.
Ensuring appropriate travel insurance is in place for each personal or business trip and managing renewals.
Art and purchasing
In collaboration with the Assets Manager, monitor the Founders art purchases and manage the inventory to ensure a comprehensive and up to date list in place.
Leading on art insurance and the annual renewals.
Personal finances
Liaising with personal accountant to assist with the accuracy of his personal finances and pre-empt any tax implications.
Personal projects
Arranging personal events including charity dinners, charity donations and ad hoc projects.
Other
To maintain continuous professional development.
To attend any training sessions as required.
To be fully conversant with the fire and emergency procedures.
To always ensure a high standard of personal hygiene and appearance.
To know and follow the Health & Safety at Work Act and comply with the companies Health and Safety policy.
Should be comfortable around dogs as it’s a pet friendly office!
If you would like to apply or if you are interested in this position and would like to find out more information, please contact Rebecca Cooke rebeccac@greycoatlumleys.co.uk