Executive Assistant

UK Private Capital; Greater London; On-site; GBP 28,000 - 40,000; Part time

Benefits offered by this job

25 days holiday

10% pension

Birthday day off (non-contractual)

Private medical insurance

Life assurance

Health cash plan

Critical illness & income protection

Employee assistance programme

Cycle to work

Job summary

UK Private Capital is seeking an experienced Executive Assistant for a part-time, hybrid role in Greater London. The successful candidate will support two busy Directors with diary management, travel logistics and comprehensive administrative duties to ensure efficient operation of the leadership team.

The role requires proactive organisation, discretion with sensitive information, and the ability to collaborate across a close-knit team of around 30 client-facing roles.

Qualifications

• 5+ years’ experience as an Executive Assistant to 1–2 members of an Executive Committee
• Part-time experience or willingness to work on a flexible, hybrid schedule
• Strong organisational skills and ability to manage multiple priorities
• Discretion with confidential information and professional communications

Responsibilities

• Manage day-to-day activity of the MD and Director, including diary and inbox
• Arrange and prepare for stakeholder meetings; take notes and track actions
• Proactively optimise executives’ time and coordinate with teams across the organisation
• Oversee workloads and escalate tasks as appropriate
• Forward-plan the diary up to 12 months and schedule regular meetings
• Prepare meeting documents and post-meeting actions; take minutes for key meetings
• Coordinate quarterly Industry Development events and social activities
• Support agenda planning and capture minutes for weekly meetings
• Attend monthly Commercial meetings and document outcomes
• Assist on special projects involving senior industry figures and external stakeholders
• Ensure expenses are submitted promptly; upload meeting notes to CRM

Skills

Proactive

Highly organized

Diary management

Stakeholder management

MS Office (Teams/SharePoint)

PowerPoint

CRM (Dynamics)

Minute taking

Tools

MS Teams/SharePoint

PowerPoint

Excel

Job description

This part time role at UK Private Capital is a highly desirable role for someone who has at least 5 years’ experience as an Executive Assistant to 1 or 2 members of an Executive Committee and who is seeking part- time work. The role will suit an experienced Executive Assistant looking to work on a flexible part- time basis. Your hours will be spread over 4 days with the expectation that you will work in our office 2 days a week. What is really important is that you are a proactive, highly organised, strong team player and that you are willing to do whatever you can to support two busy Directors ensuring their work life run effectively.

Your primary responsibility will be to provide full and comprehensive organisational, administrative and secretarial support to the Managing Director, Industry Development and Director, Industry Development of UK Private Capital. Having an eye on the future while remaining firmly on top of what is happening now, you will be skilled at juggling multiple priorities and organising your time. You will also be part of a close knit and high performing, busy team of c. 30 member facing roles and as ‘Collaboration’ is one of our core values, you will also be keen to offer views, ideas and contribute to the smooth running of the department.

In addition to the above you will be part of a team of people who provide administrative support across the organisation and will gain and offer support as and when required. Collaboration with this group is also essential.

If you are someone who thrives in an organisation where collaboration and impact are at the core of what we do whilst enabling people to retain ownership and responsibility for their workload then please apply for this role.

Responsibilities

• To ensure the effective management of the Managing Director and Director’s day to day activities, including diary management, inbox management, travel logistics, supporting projects and other arrangements.
• To arrange and prepare for multiple stakeholder meetings, take notes and track follow up actions.
• To proactively explore ways to ensure the most effective use of the Managing Director and Director’s time, ensuring they have everything they need at the right time, in the right place and working collaboratively with other teams in the organisation to ensure that happens.
• To take initiative in overseeing the Managing Director and Director’s workloads and actioning tasks if and where appropriate.
• Forward planning the Managing Director and Director’s diary, from the next few hours to the next 12 months and anticipating and solving any conflicts. Ensuring regular meetings are scheduled (one to ones, team meetings, performance review meetings etc.) and reacting to late changes.
• Co-ordinate the preparation of meeting documentation ahead of meetings, and actions after meetings.
• To manage the logistics and coordination of quarterly Industry Development strategy events and social activities.
• To support agenda planning and preparation for weekly meetings and including capturing minutes, tracking actions and preparing templates for the following week.
• To attend and take minutes for the monthly Commercial meetings
• Assist with special projects and initiatives which involve liaising with senior industry figures and external public stakeholders, for example annual renewals and departmental off-sites.
• To ensure expenses are submitted promptly for the Managing Director and Director.
• To ensure logs of member meetings and notes are uploaded to CRM on a regular basis, assisting with the process as required.

Essential Skills/Experience

Personal

• Professional in all communications with the ability to adapt approach to different stakeholders
• Excellent organisation, supervisory skills and ability to help prioritise workload
• Discreet and trustworthy when party to confidential information
• Able to demonstrate persistence and assertiveness while being polite, tactful and calm
• Able to adapt to changing priorities and workload while remaining focused on core tasks and attention to detail
• Ability to work on own initiative, demonstrating self-motivation, proactivity and resourcefulness when seeking solutions.
• Ability to build relationships with senior business leaders - internal/external
• Ability to build effective internal relationships

Technical

• Advanced Microsoft Office experience including MS Teams/ SharePoint
• Highly competent in PowerPoint, Word and Excel and a high degree of computer literacy and an ability to become familiar with firm-specific programme and software
• Proficient in Microsoft Dynamics (or other CRM) to capture and maintain CRM updates following meetings
• Familiar with using AI tools to aid efficient working
• Experienced minute taker and ability to write formal meeting minutes
• Ability to keep good records – paperwork, filing, keeping diaries and dealing with incoming mail to make sure everything goes to the right place.
• Efficient diary management to ensure best use of time.

Why come work for UK Private Capital?

• Be part of the leading trade body for the private capital industry in the UK, supporting the growth of the industry and deepening the understanding of external stakeholders to the benefit of the industry
• Experience a friendly, engaged, and passionate work environment (with regular social activities) with a supportive culture
• A competitive salary, reflecting the technical requirements and seniority of the role, and a performance-related commercial bonus and commission based on achieving and exceeding the budget
• Enjoy important benefits: 25 days holiday in addition to Bank Holidays; a 10% non-contributory pension; non-contractual day off for your birthday
• Life and medical benefits: life assurance (4 times salary); private medical Insurance for you*; health cash plan*; critical Illness and income protection insurance*; employee Assistance Programme – includes Mental Health support, Virtual GP, Nutrition advice and Financial wellbeing
• Other benefits: interest free season ticket loan; corporate discounts; reimbursement of up to 2 relevant professional institutes; generous support for professional and personal development, Cycle to Work Scheme
• UK Private Capital supports an environment that is based on merit and inclusiveness, where all employees can develop their full potential, irrespective of their race, gender, marital status, age, disability, religious belief, political opinion or sexual orientation.