Executive Assistant

Penspen; Greater London; Hybrid; GBP 42,000 - 56,000; Full time

Job summary

Penspen is seeking an Executive Assistant to support the London Head Office and UK offices. The role focuses on high-level administrative, logistical, and organisational tasks to ensure smooth office operations and executive support.

The successful candidate will have a degree and extensive EA/office management experience, with strong MS Office and communication skills in a fast-paced environment.

Qualifications

• Proven experience of 15 years as an Executive Assistant and 4 years of Office Management.
• Degree qualified and able to work in the UK.
• Proficiency in MS Office & Intranet Hub.

Responsibilities

• Manage CEO and EXCOM calendars and meeting requests.
• Coordinate UK travel and office logistics.
• Process purchases, payments, and expenses ensure smooth office operations.
• Support Marketing and Office Manager meetings and communications.
• Archive legal documents and maintain trackers.

Skills

Time management

Multi-tasking

Communication

Team leadership

Education

Bachelor's degree

Tools

MS Office

Intranet Hub

Job description

Executive Assistant - Fixed term Until March 2027

Location: Hybrid 2 days minimum from 150 Holborn London EC1

Salary: Dependant on experience + flexible benefits worth £1175

Applicants must have proven right to work in the UK for this role and be based in and around London.

Penspen www.penspen.com are looking for a dynamic Executive Assistant to support our London Head Office and UK Offices. To provide high quality support to the CEO and EXCOM Leadership Team as well ensuring that the office runs smoothly by providing important administrative, logistical, and organisational support. Also includes management of UK Travel department and offices.

You will be Degree qualified and have the following Knowledge & Experience:

• Proven experience of 15 years as an Executive Assistant and 4 years of Office Management
• Proficiency in MS Office & Intranet Hub
• Hands on experience with office equipment
• Excellent time management skills and ability to multi-task and prioritise work
• Attention to detail and problem-solving skills
• Strong organisational and planning skills in a fast-changing environment
• A creative mind with an ability to suggest improvements
• Good team working skills and the confidence to lead and motivate a team
• Flexibility and adaptability to changing workloads

Executive Assistant Responsibilities

• Managing your calendar and meeting requests.
• Scanning incoming post and forwarding it to the relevant teams.
• Raising purchase orders, arranging payment for conferences and training courses, and processing credit card requisitions and expenses.
• Arranging couriers for financial documents, leavers’ equipment and other items.
• Supporting Marketing as the face of 150H, including attending monthly Marketing meetings, sending email communications, and arranging delivery of equipment and merchandise to offices or conference venues.
• Attending monthly Office Manager meetings.
• Arranging room bookings, lunches and visitor access.
• Coordinating maintenance requests.
• Recording ELT meeting actions and maintaining the tracker.
• Supporting meetings with actions, slide packs and room bookings.
• Helping prepare slide packs and recording actions of various meetings.
• Coordinating regular internal meetings and movements.
• Managing the Data site adoption process.
• Providing U-Travel cover and supporting Travel coordinator.
• Handling Company Secretary tasks.
• Maintaining the Risk Committee tracker and attending meetings.
• Archiving legal documents.

Key Behaviors

• Setting direction
• Makes effective decisions
• Engaging people
• Leads self and others
• Communicates and influences
• Collaborates and partners
• Achieving results
• Exceeds expectations
• Delivers with focus

\"Applicants need to have the right to live and work in the UK\"