Executive Assistant

Role overview

Proactively manage complex and constantly evolving diaries across multiple global time zones, balancing competing priorities and ensuring executives' time is optimised

Coordinate a high volume of internal and external meetings, liaising with stakeholders across global offices to schedule meetings, secure appropriate meeting spaces, arrange hospitality where required, and ensure all meeting logistics run seamlessly

Coordinate extensive international travel, including complex multi-leg itineraries, flights, accommodation, ground transportation and visa requirements, while adapting quickly to changing business needs

Provide responsive support to changing executive priorities, managing last minute diary and travel amendments

Prepare, submit and reconcile executive expense reports in accordance with company policies and deadlines

Process invoices accurately and maintain appropriate records to facilitate timely payment

Prepare meeting agendas and supporting materials, ensuring executives are fully briefed ahead of meetings where appropriate

Welcome and support visitors from global offices and external stakeholders, coordinating meeting logistics and ensuring a professional experience

Manage the onboarding process for new team members, coordinating technology, access, inductions and other administrative requirements to ensure a smooth start

Liaise with internal departments to coordinate day to day operational requirements

Assist with the planning and coordination of team meetings, off-sites, conferences and social events

Build effective working relationships with stakeholders across the private equity business and global offices, acting as a trusted point of contact for administrative matters

Maintain confidentiality at all times, exercising discretion and professionalism when handling sensitive information

Provide flexible administrative support to the wider EA team, fostering collaboration and ensuring seamless coverage during periods of absence or peak workload