Executive Assistant

Missionat Palo Alto Networks; Greater London; On-site; GBP 50,000 - 70,000; Full time

Job summary

A global financial services firm is seeking an experienced Executive Assistant to support three senior Executives. The role involves managing intricate schedules, handling multi-leg travel logistics, preparing meeting materials, and serving as a liaison for sensitive communications in the Middle East. Ideal candidates will have at least 8 years of experience in supporting senior executives, familiarity with Salesforce and MS Office, and a strong understanding of regional cultural nuances.

Qualifications

• Minimum 8+ years’ experience as an Executive Assistant, ideally within financial services.
• Proven track record supporting senior executives in a global financial or investment firm.
• Exceptional organisational skills, attention to detail, and adaptability in a fast-changing environment.

Responsibilities

• Handle intricate, ever-changing schedules across multiple time zones.
• Take ownership of multi-leg travel itineraries and accommodation arrangements.
• Prepare briefing materials and investor notes at short notice.

Skills

Calendar Management

Communication Skills

Logistical Coordination

Salesforce Proficiency

Interpersonal Skills

Tools

Salesforce

MS Office

Job description

Overview

You’ll work closely with another seasoned EA to support a team of three senior Executives (two based in Dubai), ensuring seamless coordination of investor meetings and roadshows across the Middle East.

Responsibilities

• Calendar Management: Handle intricate, ever‑changing schedules across multiple time zones, prioritising investor meetings in the UAE, Saudi Arabia, Qatar, and other GCC territories.
• Roadshow Logistics: Take ownership of multi‑leg travel itineraries, accommodation, ground transportation, and business dinners, tailoring agendas to local customs and preferences.
• Communication Hub: Act as a trusted liaison, representing the firm in sensitive communications with Middle East‑based clients.
• Meeting Preparation: Prepare briefing materials and investor notes at short notice with accuracy and discretion.
• CRM Management: Use Salesforce to track investor interactions and ensure timely, accurate data entry.
• Expense Reporting: Reconcile multi‑currency expense reports, ensuring compliance and correct coding.
• Event Support: Assist with regional office events and contribute to a collaborative team culture.

Qualifications

• Minimum 8+ years’ experience as an Executive Assistant, ideally within financial services.
• Proven track record supporting senior executives in a global financial or investment firm, with exposure to the Middle East.
• Strong understanding of cultural nuances and logistical challenges in regional roadshow planning.
• Ability to troubleshoot and respond outside standard business hours when needed.
• Proficiency in Salesforce and MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with Workday.
• Exceptional organisational skills, attention to detail, and adaptability in a fast‑changing environment.
• Strong interpersonal skills, discretion, and a proactive, collaborative approach.