Executive Assistant

Aptia Group; London; Hybrid; GBP 30,000 - 50,000; Full time

Job summary

Aptia Group is looking for a proactive Executive Assistant to support the Operations Director. This hybrid role involves managing complex schedules, coordinating travel, and assisting with projects in a dynamic environment. The ideal candidate will possess strong organizational and communication skills, thriving in a fast-paced setting while maintaining confidentiality.

Qualifications

• Proven experience as an Executive Assistant in an operational environment.
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office Suite, experience with project management tools is a plus.

Responsibilities

• Manage the Operations Director's calendar and coordinate meetings.
• Coordinate domestic and international travel arrangements.
• Assist in planning and executing special projects.

Skills

Organizational skills

Communication skills

Problem-solving abilities

Attention to detail

Tools

Microsoft Office Suite

Project management tools

Job description

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Founded to shape the future of pensions, health, and insurance solutions, Aptia is a leading professional services firm dedicated to simplifying complexity for businesses and individuals. We bring together cutting-edge technology and deep industry expertise to help organisations navigate an evolving landscape with clarity and confidence.

With a presence in the US, UK, India, and Portugal, we support over six million people and more than 1,100 clients, delivering solutions that drive efficiency, enhance financial security, and provide peace of mind.

Our strength lies in the combination of smart technology and expert teams, ensuring that managing pensions, health, and insurance is more effective. By focusing on innovation, accessibility, and client success, we help businesses take care of their people, so they can focus on what they do best.

And we are expanding. Aptia Group is not only fueled by our investors' backing but also by our commitment to foster the growth and success of our people. At Aptia, we're investing heavily in learning and development, paving unique career paths for our colleagues.

The Role:

We are seeking a highly organized and proactive Executive Assistant to provide dedicated support to the Operations Director, who oversees complex operations across multiple jurisdictions. This role requires a resourceful, detail-oriented professional with strong administrative and communication skills. The ideal candidate will thrive in a fast-paced environment and be able to manage multiple priorities with discretion and efficiency.

This role is a hybrid position where you will work from our office in London, as well as from your home address.

Here's what you’ll be doing:

Executive Support

• Manage the Operations Director’s complex calendar, scheduling meetings and ensuring seamless coordination across time zones.
• Serve as the primary point of contact for internal and external stakeholders.
• Prepare briefing materials, agendas, and presentations for meetings.
• Track and follow up on outstanding tasks and commitments to ensure timely completion.
• Handle confidential information with the utmost discretion.

Administrative Management

• Coordinate domestic and international travel, including flight arrangements, accommodations, and detailed itineraries.
• Process expense reports and manage budgeting tasks related to the Director’s office.
• Draft, review, and edit correspondence and documents on behalf of the Operations Director.

Project Coordination

• Assist in the planning and execution of special projects, ensuring deadlines are met.
• Support cross-jurisdictional operations by liaising with teams in various locations to ensure alignment and communication.
• Maintain and update project documentation and reports as required.

Operational Support

• Act as a key liaison between the Operations Director and other departments.
• Monitor and respond to inquiries on behalf of the Director.
• Identify opportunities to streamline administrative processes and improve efficiency.

What we’re looking for

• Proven experience as an Executive Assistant, preferably supporting senior executives in an operational or multinational environment.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively.
• Excellent written and verbal communication skills.
• Strong attention to detail and problem-solving abilities.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management tools is a plus.
• Experience coordinating across multiple jurisdictions and time zones is highly desirable.

If this sounds like your perfect next role, please apply with your CV as soon as possible.

Aptia is committed to celebrating the diversity of its employees and are proud to be an Equal Opportunities employer. We strive to create a workplace where all colleagues feel they belong and are supported to succeed in their roles. If there are any reasonable adjustments we can make to the recruitment process to ensure it is accessible to you, we encourage you to email us at [e-mail].

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other

• Industries

  Insurance

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