Executive Assistant

Westfield Specialty International; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

Westfield Specialty International is seeking a talented administrative professional to manage the COO's schedule, coordinate executive meetings, and ensure project progress. The ideal candidate will have previous experience in a corporate environment and possess strong organizational and communication skills.

Educated to A-Level standard, with a keen interest in AI solutions and Microsoft Office proficiency, you will be responsible for maintaining effective relationships with various stakeholders.

This role offers a dynamic environment with opportunities to streamline workflows and enhance operational efficiency.

Qualifications

• Experience in a fast-paced, corporate environment is essential.
• Previous administrative experience, especially as a Legal Assistant, is desirable.
• Ability to manage conflicting priorities and meet deadlines.

Responsibilities

• Manage the COO’s schedule and align time to strategic priorities.
• Plan and support executive meetings and ensure follow-through on decisions.
• Act as a liaison between the COO and stakeholders.

Skills

Relationship building

Team player

Organisation/Planning

Focus on key priorities

Communication (oral)

Communication (written)

Artificial Intelligence

Adaptability

Education

Educated to at least A-Level standard

Formal secretarial qualifications

Tools

Microsoft Office – PowerPoint

Job description

Key Accountabilities

• Manage the COO’s schedule, inbox and competing demands, aligning time to strategic priorities.
• Plan and support Executive Committee, Board and leadership meetings; set agendas, draft minutes, capture outcomes and ensure follow‑through on decisions.
• Track key initiatives, follow up on actions and ensure progress across projects and departments.
• Prepare briefings, presentations and other communications demonstrating a strong understanding of the business, performance metrics and priorities.
• Act as a trusted liaison between the COO and internal/external stakeholders, maintaining strong relationships and clear communication.
• Handle sensitive information with professionalism and sound judgement.
• Identify opportunities to streamline workflows, improve efficiency and enhance ways of working.
• Assist with day‑to‑day administration and operational tasks including travel, expenses, arranging off‑site and ad‑hoc projects to keep the COO’s functions running effectively.
• Work with the broader Business Support network, providing support, knowledge transfer and holiday cover.
• May support multiple stakeholders as business needs and workload demand.

Skills & Competencies

• Relationship building – customer focused, ability to establish and maintain good working relationships with internal and external parties.
• Team player – works well in a team and on own initiative.
• Organisation/Planning – plans, organises, schedules and budgets efficiently and in an orderly manner.
• Focus on key priorities.
• Communication (oral) – communicates well one‑on‑one and in small groups, keeping people informed of business issues.
• Communication (written) – writes clear, precise, well‑organised documents using appropriate vocabulary, correct grammar and word usage.
• Artificial Intelligence – keen interest in exploring AI solutions for process improvement/efficiency.
• Stable and poised under pressure.
• Resourcefulness/Initiative – finds ways over, around, or through barriers to success.
• Achieves results despite lack of resources, goes beyond the call of duty, shows bias for action and results‑orientation.
• Adaptability – is not rigid, copes effectively with complexity and change.
• Confidentiality and discretion.
• First Impression – professional demeanour, creates favourable first impression.

Qualifications

• Educated to at least A‑Level standard.
• Formal secretarial qualifications, e.g. diploma – advantageous.
• Microsoft Office – PowerPoint at intermediate/advanced level.

Experience

• Previous administrative experience in a fast‑paced, corporate environment – essential.
• Experience as a Legal Assistant or in the Insurance/Financial environment – desirable.
• Experience managing conflicting priorities and multiple stakeholders to deadlines.

Equal Opportunity Employer

United States: All applicants receive consideration for employment without regard to race, color, sex, religion, national origin, age, sexual orientation, gender identity, disability, or status as a protected veteran.

United Kingdom: Westfield is committed to equality of opportunity for all staff and encourages applications from individuals regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.