Executive Assistant – Mat Cover, FTC

Responsibilities

• Act as a trusted partner to the ExCo, ensuring seamless communication between the leadership team, employees, clients, and external partners.
• Manage complex diaries and schedules across multiple time zones, navigating competing priorities with confidence and discretion.
• Coordinate company-wide logistics such as All Parties Calls, offsites, and leadership events.
• Oversee global travel arrangements, including flights, accommodation, and ground transport.
• Handle visa applications and travel documentation for ExCo members (e.g. US ESTA and India business visas).
• Prepare and format documents, reports, and presentations for both internal and external audiences.
• Manage expenses and reimbursements using Concur, ensuring accuracy and compliance.
• Maintain well-organised electronic filing systems and support smooth information flow across teams.
• Build strong, collaborative relationships across the business and help foster a connected, high-performing Executive Support team.
• Handle sensitive information with the highest level of professionalism and confidentiality.

• Experience working with C-level (or clearly demonstrated ability to immediately step up into such a role)
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience using Concur or similar tools for expense and travel management.
• Exceptional organisational skills and attention to detail — you’ll be the person who spots what others miss.
• Excellent written and verbal communication skills.
• A calm, solutions-focused approach, even when things get busy.
• A positive, collaborative mindset — someone who leads by example and contributes to a supportive team culture.
• Discretion, professionalism, and integrity in everything you do.

Hard Skills

• Microsoft Office
• Concur
• expense management
• travel management
• document preparation
• report formatting
• presentation preparation

• organisational skills
• attention to detail
• written communication
• verbal communication
• solutions-focused
• collaborative mindset
• discretion
• professionalism
• integrity