Executive Assistant

Q Sandbox; Fleet; On-site; GBP 42,000 - 65,000; Full time

Job summary

Quantios is seeking an Executive Assistant to support the CEO and Executive Team in managing busy schedules and daily activities. The role involves calendar management, travel arrangements, and high-level administrative support across UK and overseas offices.

Travel to client sites and offices within the UK, Channel Islands and abroad may be required. You will handle communications, meeting coordination, and confidential information with discretion while supporting strategic priorities.

Qualifications

• Proven experience as an executive assistant or in a similar role.
• Strong proficiency with office software and tools (Microsoft Office, etc.).
• Exceptional organizational, multitasking, and time-management skills.
• Excellent written and verbal communication skills.
• Discretion and integrity when dealing with sensitive information.
• Proactive and adaptable problem-solver.
• Able to work independently and as part of a team.
• High attention to detail and accuracy.

Responsibilities

• Calendar Management: Manage and prioritise Executive Team schedules, meetings, travel arrangements, and prep for engagements.
• Communication: Act as primary point of contact for Executive Team; route emails and calls with timely responses.
• Administrative Support: Prepare documents, presentations, and reports; manage files and expense records.
• Meeting Coordination: Arrange meetings, prepare agendas, take minutes, follow up on actions.
• Travel Arrangements: Book travel ensuring cost-effectiveness and policy alignment.
• Project Assistance: Support projects with research, data analysis, and coordination.
• Confidentiality: Maintain high confidentiality for sensitive information.
• Team Collaboration: Work with executive and support staff for a cohesive environment.
• Prioritisation: Help executives focus on strategic objectives.

Skills

Executive support

Organizational skills

Time management

Communication

Discretion

Problem-solving

Independent worker

Tools

Microsoft Office

Job description

Quantios is a global leader in SaaS solutions for the Wealth, Trust, and Corporate Services (TCSP) industry. Focused on driving digital transformation, Quantios provides advanced technology that ensures seamless compliance and efficient administration. Our solutions empower businesses to streamline operations and focus on growth.

The TCSP industry is undergoing rapid consolidation and increasing regulatory scrutiny, making data integrity more critical than ever. Quantios leverages AI, automation, and advanced technology to manage data with precision, supporting growth, compliance, and operational efficiency for over 600 clients globally.

Join a team of 300+ professionals across 12 offices worldwide, and be part of a company driving transformation in over 80 international jurisdictions, where your expertise will help shape the future of this fast-changing industry.
The Executive Assistant will play a critical role in supporting the CEO and Executive Team in their daily activities and managing their busy schedules. This role is vital in ensuring smooth operations within the executive team and enabling them to focus on strategic priorities.

Job Responsibilities:

• Calendar Management: Efficiently manage and prioritize the Executive Teams schedules, including meetings, appointments, and travel arrangements. Ensure they are well-prepared for all engagements.


• Communication: Act as a primary point of contact for the Executive Team, both internally and externally. Handle and route emails, phone calls, and other correspondence, ensuring timely and appropriate responses.


• Administrative Support: Assist in preparing documents, presentations, and reports. Maintain and organize electronic and physical files, as needed. Handle expense reports and financial records.


• Meeting Coordination: Arrange, schedule, and coordinate meetings, conferences, and special events. Prepare agendas, take meeting minutes, and follow up on action items.


• Travel Arrangements: Make travel arrangements, including flights, accommodation, and transportation. Ensure that travel plans are cost-effective and in line with the Executive Teams preferences and company policy.


• Project Assistance: Provide support for various projects and initiatives, including research, data analysis, and project coordination.


• Confidentiality: Maintain a high degree of confidentiality when handling sensitive information.


• Team Collaboration: Collaborate with other members of the executive team and support staff to ensure a cohesive and efficient work environment.


• Prioritisation: Help the Executive Team prioritize their tasks and deadlines, ensuring they stay focused on their strategic objectives.

Additional responsibilities as may be required.

Travel to offices and client sites in the UK, Channel Islands and overseas may be required.

Job Requirements:

• Proven experience as an executive assistant or in a similar role, preferably in a fast-paced corporate environment.


• Strong proficiency in office software and tools (Microsoft Office etc.).


• Exceptional organizational, multitasking, and time-management skills.


• Excellent written and verbal communication skills.


• Discretion and integrity when dealing with sensitive information.


• A proactive and adaptable approach to problem-solving.


• Ability to work independently and as part of a team.


• High attention to detail and accuracy.