Executive Assistant

Role Description

This role is to provide high-level executive and administrative support to the Group Head of North America and Group Head of Commercial and sits within the Support Services Team. The role is critical to enabling the executive to operate effectively across a fast-paced, global organisation while delivering exceptional support to internal and external stakeholders. This role requires managing complex calendars, coordinating high-priority meetings and events across multiple time zones, and supporting the preparation of presentations, reports, and communications.

Acting as a key point of contact for the executive, this EA will maintain confidentiality, anticipate needs, and ensure seamless day-to-day operations. As a key member of the Support Services Team, the EA will work both independently and collaboratively to provide outstanding executive support. The role requires close interaction with senior leaders, global teams, and external clients to ensure activities are executed efficiently and professionally.

This role demands exceptional organisational skills, proactive problem-solving, and the ability to thrive in a dynamic and highly visible environment. The ideal candidate is a polished professional with experience supporting senior executives, demonstrating sound judgement, strong communication skills, and the ability to manage competing priorities with professionalism, discretion, and attention to detail.

Executive & Administrative Support Provide comprehensive administrative support to multiple Senior Leaders, including complex diary management across time zones. Develop a strong understanding of executives’ priorities, workload and working styles in order to provide anticipatory and effective support. Build familiarity with executives’ internal and external stakeholders and support their broader leadership teams as required. Screen, prioritise and manage executive email inboxes, including drafting and responding to emails where appropriate.

Organise, manage and maintain key documents, files and records.

Meetings & Governance Support Support executive and leadership meetings as required, including preparation and distribution of agendas, papers, minutes and action logs. Proactively track meeting actions, follow up with owners and provide meaningful updates to executives. Support on‑site or virtual Board and senior leadership meetings as required, including preparation and coordination.

Arrange complex domestic and international travel for executives in line with FNZ travel policies and internal processes. Process procurement requests and manage purchase orders as required. Reconcile monthly corporate credit card statements and process business and approved personal expenses for executives (including, where applicable, Non-Executive Directors).

Wider Administrative & Team Support Provide flexible administrative support outside of core executive coverage, including ad‑hoc tasks and projects as required to support business needs. Support the effective day‑to‑day running of the office environment where required, working closely with local and global Support Services teams. Contribute to cross‑cover within the Admin team, ensuring continuity of support during periods of leave or peak demand.

Complete mandatory Risk, Compliance and other required FNZ training.

Continuous Improvement & Use of AI Actively leverage AI-enabled tools (e.g. Microsoft Copilot and other FNZ-approved technologies) to improve administrative processes, productivity and quality of output. Identify opportunities to streamline workflows, improve documentation and reduce manual effort across executive support and team processes. Share best practices and learning with the wider Support Services and Admin community.

Travel, Expenses & Procurement Arrange complex domestic and international travel for executives in line with FNZ travel policies and internal processes. Process procurement requests and manage purchase orders as required. Reconcile monthly corporate credit card statements and process business and approved personal expenses for executives (including, where applicable,…