CEO Office Administrator & Executive Assistant

Aberdeen; Greater London; On-site; GBP 80,000 - 100,000; Full time

Job summary

A leading financial services group in London is seeking an Executive Assistant to provide high-level administrative support for the CEO and Investor Relations Director. The ideal candidate will be highly organized, possess excellent communication skills, and have experience managing diaries and coordinating travel. This role requires a minimum of 4 days a week in the office with occasional travel for events. Join an inclusive culture that values diverse perspectives and offers a range of benefits including a generous pension contribution and private healthcare.

Benefits

40 days annual leave

16% employer pension contribution

Discretionary performance-based bonus

Private healthcare

Gym discounts

Season ticket loans

Qualifications

• Minimum of 4 days per week in the office.
• Previous experience in a fast-paced Executive Assistant role.
• Experience processing purchase orders and invoices.

Responsibilities

• Support the CEO Office with committee and board activities.
• Manage the Investor Relations Director's diary and schedule.
• Coordinate travel for the CEO and Investor Relations Director.

Skills

Highly organised

Excellent communication skills

Workload prioritization

Confidentiality

Attention to detail

Tools

Microsoft Office

QuickBooks

Job description

Job Description

At Aberdeen our ambition is to be the UKs leading Wealth & Investments group.

Strengthening talent and culture is one of our strategic priorities. We strive to make Aberdeen a great place to work so that we can attract and retain the industrys best talent.

Our people put our stakeholders at the heart of everything they do by helping us to make a positive difference to the lives of our clients customers colleagues shareholders and society.

We are focused on growing our direct and advised wealth platforms and repositioning our specialist asset management business to meet client demand. We are committed to providing excellent client service supported by leading technology and talent.

Aberdeen comprises three businesses interactive investor (ii) Investments and Adviser each of which focuses on meeting and adapting to our clients evolving needs :

• interactive investor the UKs second largest direct-to-consumer investment platform enables individuals in the UK to plan save and invest in the way that works for them.
• Our Adviser business provides financial planning solutions and technology for UK financial advisers enabling them to create value for their customers.
• Our Investments business is a specialist asset manager that focuses on areas where we have both strength and scale to capitalise on the key themes shaping the market through either public markets or alternative asset classes.

About the Role

This role provides high-level diary and administrative support for the CEO Office and Investor Relations Director within the financial services industry ensuring seamless operations and effective coordination across key executive touchpoints. You will be part of the CEO office team and the Investor Relations Team enjoying a role that offers variety and contributes to the success of the organisation.

Key Responsibilities

• Support the CEO Office with cyclical Committee and Board activities working closely with the CEOs Chief of Staff EA & Business Manager to ensure comprehensive organisation of Group Operating Committee / Executive Leadership Team meetings and liaising with other EAs / PAs as required.
• Collaborate with the CEOs Team to ensure the CEO Office runs smoothly including organising and forward-planning the Executive meeting schedule.
• Support the planning logistics and coordination of Executive team onsite offsite events considering the full end to end process (IT setup internal meeting rooms refreshments external venues).
• Responsible for loading and circulation of GOC / ELT / HRMI papers via Board Intelligence system.
• Partner with reception to deliver a seamless visitor experience for CEO guests where necessary greeting guests on arrival and providing guidance or accompaniment to meeting spaces as required.
• Ensure the CEOs working environment is well supported including arranging refreshments and handling printing or document preparation as needed.
• Provide EA holiday cover as required specifically for the Group CEO.
• Support with the EA / PA check-ins working closely with this network to establish best practice.
• Assist with Group wide event management and ad-hoc activities such as preparation for cyclical results End of Year parties and Aberdeen Leadership Group (ALG) events.
• Coordinate travel for the CEO Chief of Staff CEO domestic travel and Investor Relations as required.
• Manage the end-to-end process for invoice administration including the preparation of Purchase Orders liaising with suppliers and timely processing of invoices ensuring accuracy and compliance with Company processes and policies.
• Process expenses for CEO Chief of Staff and Investor Relations Director.
• Carry out specific projects or provide assistance on ad-hoc projects as requested.
• Own the end-to-end process for Aberdeen debentures sports tickets including maintaining robust process for allocate allocation.
• Where applicable liaise with internal stakeholders to ensure external complaints received by the CEO are addressed efficiently and in line with regulatory and organisational standards.

Investor Relations

• Provide administrative support for Investor Relations in relation to quarterly half-year or full-year results events and arrange meetings related to shareholders and investor conferences.
• Manage the Investor Relations Directors diary scheduling meetings and coordinating appointments with internal and external stakeholders.
• Arrange and book domestic and international travel for the Investor Relations Director ensuring all logistics are handled efficiently.
• Act as a key point of contact for investors liaising professionally to coordinate meetings calls and events. Meet / Greet where applicable in the office.
• Process and reconcile expenses for the Investor Relations Director ensuring compliance with company policies.

About the Candidate

• Minimum of 4 days per week in the office.
• Previous experience in a fast-paced Executive Assistant or Executive PA capacity.
• For the majority of days in-office presence is required on CEO office days; flexible working when CEO is offsite.
• Occasional travel to support cyclical Group Results or Group Events (Edinburgh / Manchester)
• Highly organised with exceptional attention to detail.
• Ability to manage confidential matters sensitively and with discretion.
• Excellent communication and interpersonal skills consistently demonstrating Aberdeen company behaviours.
• Strong workload prioritisation skills ensuring all deadlines are met and managed effectively.
• Experience processing purchase orders and invoices
• Proactive forward planning organising and maintaining diaries.
• Ability to anticipate and adapt to changing requirements and priorities of senior leaders in a dynamic environment.

We are proud to be a Disability Confident Committed employer. If you have a disability and would like to apply to one of our UK roles under the Disability Confident Scheme please notify us by completing the relevant section in our candidate questionnaire. One of our team will reach out to support you through your application process.

Our benefits

Theres more to working life than coming home with a good salary. We have an environment where you can learn get involved and be supported.

When you join us your reward will be one of the best around. This includes 40 days annual leave a 16% employer pension contribution a discretionary performance-based bonus (where applicable) private healthcare and a range of flexible benefits including gym discounts season ticket loans and access to an employee discount portal. You can read more about our benefits here.

Our business

Enabling our clients to be better investors drives everything we do. Our business is structured around three distinct areas our vectors of growth focused on our clients changing needs. You can find out more about what we do here.

An inclusive way of working

Whatever way you like to work if you have the talent and commitment to join our team wed like to hear from you.

At Aberdeen weve adopted a blended working approach. This approach combines the benefits of face-to-face collaboration coaching and connecting in our offices with the flexibility of working from home. It enables colleagues to find a balance that works for their roles their teams our clients and our business.

An inclusive culture where diverse perspectives drive our actions is at the core of who we are and what we do. If you need assistance with your application or a reasonable adjustment to your interview arrangements for example because you are neurodivergent or have a physical sensory cognitive mental visible or invisible disability please let us know and well be happy to help.

Were committed to providing an inclusive workplace where all forms of difference are valued and which is free from any form of unfair or unlawful treatment. We define diversity in its broadest sense this includes but is not limited to our diversity of educational and professional backgrounds experience cognitive and neurodiversity age gender gender identity sexual orientation disability religion or belief and ethnicity and geographical provenance. We support a culture that values meritocracy fairness and transparency and welcomes enquiries from everyone.

If you need assistance or an adjustment due to a disability please let us know as part of your application and we will assist.

Key Skills

Office Manager Experience,Microsoft Office,Data Entry,Microsoft Outlook,Microsoft Word,QuickBooks,Office Experience,Microsoft Excel,Filing,Administrative Experience,Microsoft Outlook Calendar,Bookkeeping