Executive Assistant

We Are Zenith; Gateshead; On-site; GBP 28,000 - 40,000; Full time

Job summary

We Are Zenith in the United Kingdom is seeking an experienced Executive Assistant to support the senior leadership team in a fast-paced financial services environment. You will manage complex calendars, prepare documents, coordinate projects and events, and ensure smooth operations across the business, enabling leaders to focus on growth and client service.

The role requires highly organised, discreet professionals with excellent communication and CRM proficiency, comfortable handling multiple

Qualifications

• Proven experience as a PA/EA or similar role supporting senior leadership.
• Excellent written and verbal communication skills.
• Strong organisational and time-management abilities.
• Proficiency in Microsoft Office Suite and CRM systems.
• Proactive and solution-oriented mindset.
• Calm under pressure and adaptable to changing priorities.
• High level of discretion and professionalism.
• Familiarity with compliance processes and FCA guidelines (Desirable).

Responsibilities

• Manage diaries, schedule meetings, and coordinate appointments across internal and external stakeholders.
• Prepare agendas, take minutes, and follow up on action items from leadership meetings.
• Handle confidential correspondence and documentation with discretion.
• Liaise with internal departments to ensure timely delivery of reports and milestones.
• Support Directors with client onboarding, compliance documentation, and CRM updates.
• Assist with preparation of presentations, reports, and proposals.
• Organise travel arrangements, accommodation, and itineraries.
• Maintain filing systems (digital and physical) and ensure document accuracy.
• Monitor inboxes and respond to routine queries on behalf of Directors.
• Assist in planning company events, training sessions, and team offsites.
• Track progress on strategic initiatives and provide status updates.
• Support recruitment and onboarding processes for senior hires.
• Draft invitations, manage guest lists, and oversee event logistics.

Skills

Diary management

Stakeholder coordination

CRM systems

MS Office

Written communication

Discretion

Event planning

FCA knowledge

Tools

Microsoft Office Suite

CRM systems

Job description

We have an excellent opportunity for an Executive Assistant to join our client in the financial sector. This is a key role supporting the wider management team, helping keep things running smoothly and allowing leadership to focus on growth and client service. The ideal candidate will be highly organised, detail-oriented, and confident managing multiple priorities in a fast‑paced environment.

Key Responsibilities

Executive Support

• Manage diaries, schedule meetings, and coordinate appointments across internal and external stakeholders
• Prepare agendas, take minutes, and follow up on action items from leadership meetings
• Handle confidential correspondence and documentation with discretion

Operational Coordination

• Liaise with internal departments to ensure timely delivery of reports, updates, and project milestones
• Support Directors with client onboarding, compliance documentation, and CRM updates
• Assist with preparation of presentations, reports, and proposals

Administrative Excellence

• Organise travel arrangements, accommodation, and itineraries
• Maintain filing systems (digital and physical) and ensure document accuracy
• Monitor inboxes and respond to routine queries on behalf of Directors

Project & Event Support

• Assist in planning company events, training sessions, and team offsites
• Track progress on strategic initiatives and provide status updates
• Support recruitment and onboarding processes for senior hires

Event Coordination

• Support with planning and executing internal and external events, including sourcing and liaising with venues, obtaining and comparing quotes, coordinating bookings and payments, and managing event logistics.
• This includes drafting invitations, managing guest lists, preparing event schedules, and overseeing catering and hospitality, including Charity Engagement, Award Support and Management Team Assistance.

Requirements

• Proven experience as a PA, EA, or similar role supporting senior leadership
• Excellent written and verbal communication skills
• Strong organisational and time-management abilities
• Proficiency in Microsoft Office Suite and CRM systems
• Proactive and solution-oriented mindset
• Calm under pressure and adaptable to changing priorities
• High level of discretion and professionalism
• Familiarity with compliance processes and FCA guidelines (Desirable)
• Project coordination or event planning experience (Desirable)
• Experiencing handling social media platforms (Desirable)