Executive Assistant

The Chartered Institute for Securities & Investment (The CISI); City Of London; Hybrid; GBP 42,000 - 60,000; Full time

Benefits offered by this job

Pension 7.5%

Life insurance

Income protection

Wellness allowance

Travel allowance

Annual leave 25 days

Hybrid working

Job summary

The Chartered Institute for Securities & Investment (The CISI) is seeking an experienced Executive Assistant to provide discreet, proactive support to the Executive Committee. You will manage multiple diaries, coordinate meetings and travel, and handle documents with accuracy and tact.

You will work closely with senior leaders, balancing priorities, maintaining confidential records, and representing CISI professionally with internal and external stakeholders.

Qualifications

• Significant experience as an executive assistant or senior administrative support, ideally supporting more than one senior leader.
• Excellent diary, inbox and travel management skills, with the ability to prioritise and juggle competing demands.
• Strong written and verbal communication, with high standards of accuracy and attention to detail.
• Advanced knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel, Teams) and confidence with digital tools.
• Proven discretion and sound judgement in handling confidential and sensitive information.

Responsibilities

• Provide comprehensive diary and inbox management for ExCo members, prioritising and resolving competing demands and ensuring they are well prepared for each day.
• Arrange and coordinate meetings across the ExCo, including scheduling, booking rooms and facilities, circulating agendas and papers, and taking and following up actions where required.
• Organise travel, accommodation and itineraries, including international travel, and process related expenses.
• Prepare, format and quality-check documents, presentations, reports and correspondence to a high standard.
• Act as a professional, welcoming first point of contact for the ExCo, handling enquiries and liaising with internal and external stakeholders on their behalf.
• Coordinate ExCo meetings and support the preparation and collation of papers, working with the governance team where committee or Board papers are involved.
• Help plan and coordinate events, workshops and off-sites for the Executive Committee.
• Manage and prioritise competing requests across several executives fairly and transparently, escalating conflicts where needed.
• Maintain well-organised records, files and distribution lists, and handle confidential information securely and appropriately.
• Provide ad hoc project and administrative support to the ExCo as required, and build strong working relationships with other assistants and teams across CISI.

Skills

Diary management

Inbox management

Travel coordination

Written communication

Interpersonal skills

Discretion and judgement

Tools

Outlook

Word

PowerPoint

Excel

Teams

Job description

The Executive Assistant provides high-quality, discreet and proactive executive support to all members of CISI's Executive Committee (ExCo), enabling them to work effectively and focus on leading the organisation.

Supporting several senior leaders, the role is central to the smooth running of the ExCo, managing complex diaries, coordinating meetings and travel, preparing and handling documents, and acting as a trusted, professional first point of contact on their behalf. The successful candidate will be exceptionally organised, calm under pressure and able to juggle competing priorities across multiple executives, exercising sound judgement and complete discretion with sensitive and confidential information.

Key accountabilities

• Provide comprehensive diary and inbox management for ExCo members, prioritising and resolving competing demands and ensuring they are well prepared for each day.
• Arrange and coordinate meetings across the ExCo, including scheduling, booking rooms and facilities, circulating agendas and papers, and taking and following up actions where required.
• Organise travel, accommodation and itineraries, including international travel, and process related expenses.
• Prepare, format and quality-check documents, presentations, reports and correspondence to a high standard.
• Act as a professional, welcoming first point of contact for the ExCo, handling enquiries and liaising with internal and external stakeholders on their behalf.
• Coordinate ExCo meetings and support the preparation and collation of papers, working with the governance team where committee or Board papers are involved.
• Help plan and coordinate events, workshops and off-sites for the Executive Committee.
• Manage and prioritise competing requests across several executives fairly and transparently, escalating conflicts where needed.
• Maintain well-organised records, files and distribution lists, and handle confidential information securely and appropriately.
• Provide ad hoc project and administrative support to the ExCo as required, and build strong working relationships with other assistants and teams across CISI.

Person specification

We are looking for an experienced executive assistant with a track record of supporting senior leaders, ideally several at once. The role would suit someone highly organised, resourceful and unflappable, with excellent judgement, discretion and interpersonal skills.

Knowledge, experience and qualifications

• Significant experience as an executive assistant or in senior administrative support, ideally supporting more than one senior leader.
• Excellent diary, inbox and travel management skills, with the ability to prioritise and juggle competing demands.
• Strong written and verbal communication, with high standards of accuracy and attention to detail.
• Advanced knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel, Teams) and confidence with digital tools.
• Proven discretion and sound judgement in handling confidential and sensitive information.
• A calm, resilient and flexible approach, with the ability to stay organised under pressure.
• Strong interpersonal skills and a professional, service-focused manner with internal and external stakeholders.
• Experience of supporting meetings, committees or events would be an advantage.

Planning & organisation

Manages multiple diaries and competing priorities across several executives smoothly and to time.

Honesty & integrity

Handles confidential and sensitive information with complete discretion and sound judgement.

Communication & influence

Communicates clearly and professionally and represents the ExCo well with internal and external contacts.

Collaboration & teamwork

Builds strong relationships across the ExCo, teams and other assistants to get things done.

Resilience & personal responsibility

Stays calm, flexible and reliable under pressure and takes ownership of delivery.

Problem solving & critical thinking

Anticipates needs, resolves clashes and finds practical solutions proactively.

Works to a consistently high standard and models CISI's values.

Learning & self-development

Keeps skills and tools current and continuously improves ways of working.

We offer a competitive remuneration package, which includes:

• 7½% company pension contribution into a personal pension, in addition to your own contribution of 1½% via salary exchange
• Life insurance and income protection insurance
• A Wellness Allowance of up to £30 a month
• £2,500 per annum travel allowance
• 25 days annual leave and additionally the Institute closes for three days between Christmas and New Year.
• Hybrid working arrangements.

Candidate Adjustments

At CISI we encourage applications from a neurodiverse workforce so please do reach out to [e-mail] to discuss reasonable adjustments if required.

Our London office is open plan with agile desk booking; however, we are able to arrange reasonable adjustments for candidates that require a fixed working space.

We value the contribution that employees with different views and experience bring to the Institute and are committed to promoting equality, inclusion and diversity. We hope to receive applications from a wide range of talented people irrespective of their race, religion or belief, gender, age, gender identity, neurodiversity, disability, sexual orientation, ethnic origin, political belief, social class, relationship status or caring responsibilities.