Executive Assistant - 13 month FTC

Executive Assistant Charter BAU: • Internal/External meetings/ 1:1s, Mid & End Year Reviews / Mentoring Sessions /Divisional ExCo meetings, Townhalls, committee meetings, investors, stakeholders • Handle ExCo member correspondence / post • Register ExCo for External Conference / lunches / dinners Meeting Coordination: • Room Layout: Arranging the room setup. • Attendees: Facilitating between 10-40 attendees. • Catering: Choosing menus and accommodating dietary requirements. • Accommodations: Booking hotels for ExCo members. • Dining: Reserving restaurants. • Documentation: Preparing necessary documents/packs • Travel: Arranging taxis, flights, trains, and ensuring the itinerary is in the diary. • Scheduling: Moving meetings when needed, accepting/declining all invites. • Keep inbox up to date/ emails flagged and filed for ease of cover by other EA’s • Teams and rooms provided in each meeting as they link to the invite. Korbyt Management: • Book all rooms through the online system for each meeting • Manage extra desk seating in the office • Adjust room bookings when meetings are rescheduled • Make sure all Outlook invites link to a room and external visitors are added to the room and registered with reception Diary/Email Planning: CEO / CFO always looked after when in London office along side own Exco members. Exco members are split between team but they always cross over so an understanding off all 10 will be needed on some level. • • Team Coverage: Cover for up to 6 ExCo members during team holidays/sickness. • Daily Checks: Forward Planning ensuring free time as been schedule, no clashes etc. • Future Planning: Plan up to 1 years in advance, proactively booking and holding dates. • Initiative: Book ExCo members' time for preparation and review. • Agenda Updates: Update the ExCo agenda list with new items as they arise. • Send responses to email on behalf of Exco members • Distribute complaint letters/ post as appropriate via email •   Exco Meetings (own Exco and team Exco) • Exco Committee Meetings: Own and schedule 12 months in advance • Prepare/circulate agendas, prepare meeting packs, file all papers, organise logistics of meeting, add teams details and invites • Make sure all teams details are correct, regarding who is the host and if recording is needed • Send presenters their time slots to join meeting Expenses / Invoices • Manage milage, personal/work expenses, gift & hospitality form completion HR Hub • Approve your Exco direct reports holiday/sickness, and add to diary Board IQ • Add any material to Board IQ for ExCo members / understand and be able to use proficiently • Be able to make Exco packs in managers absence / and Board if needed. • Packs will be different for each division depending on who you will cover. IT • Help with IT problems, arrange all equipment for new Exco, update distribution list • Have a good understanding of AI – Co pilot / Claude / Chatgpt Additional support offered Help Events with divisional Events, help with number of attendees, menu choices, travel, hotels etc • Arranging Board IQ papers/pack for non Exco members • Assistance for Direct Reports ad hoc • Assisting with preparation of new joiner induction schedules and scheduling of sessions • Helping non Exco staff with flex room bookings Experience Requirements • Proven working experience as Executive Assistant at least 03 years • The applicants should have experience in the following area(s): Exec level / Stakeholders / Non-Executive  • The applicants should have experience in the following business area(s): Financial Services Educational Requirements • GCSE / A level / Degree  Additional Requirements • Highly experienced candidates will be given to preference. • Good inter-personal