Executive Assistant

Absolutely Recruitment; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in international sectors is hiring for a full-time office-based assistant role supporting two International Business Directors. The position requires managing travel itineraries and strong organizational skills. Ideal candidates will have extensive secretarial experience, advanced MS Office skills, and a commitment to confidentiality. This is an immediate opportunity with a focus on professionalism and effective communication.

Qualifications

• Extensive experience in organizing international travel schedules.
• High typing speed of 70-80 wpm with accuracy of 98%.
• Ability to work effectively in a team and unsupervised.

Responsibilities

• Manage international travel schedules for directors.
• Provide secretarial duties including document production and filing.
• Liaise with other international assistants regarding meeting arrangements.

Skills

Customer Service

Excellent organisation

Excellent interpersonal and communications skills

Time management

Integrity and confidentiality

Education

Secretarial or relevant work experience

Tools

Word 7.0

PowerPoint

Excel

MS Outlook

Job description

Permanent – immediate role
Full time office-based role

Key Responsibilities

• The assistant will support two International Business Directors (covering US, Canada region and the UK region)
• Must maintain strict confidentiality in all dealings.
• Interact with Canada, US assistants to arrange meeting times for London based directors and any other administrative matters required
• Manage the directors international travel schedules, arranging and booking international flights (or train travel) and accommodation. Organising any changes to the itinerary if needed while directors are travelling (this often happens and may be out of UK hours)
• Completing and submission Director expense report in an accurate and timely manner (mainly travel expenses)
• Preparation, copying, collation, binding and distribution of committee papers and board papers for HOD and directors in a timely manner
• Liaise with other international assistants including Europe, Australia, NZ and Canada and Board members
• Monitor incoming mail and requests and ensure timely response of directors
• Maintain an efficient and accurate filing system for the team both online and hardcopy
• Plan, organise functions / meetings / conferences, catering when required
• Provide general secretarial duties including word processing, photocopying and facsimiles, document production and tracking system
• Provide assistance as required to visiting executives
• Verify and approve invoices via email or on Oracle.
• The nature of the role means that it is office-based.

Person Specification

• Advanced skills in Word 7.0, PowerPoint, Excel, MS Outlook. Typing Speed 70 – 80 wpm with an accuracy of 98%.
• Extensive experience of organising international travel schedules, arranging and booking international flights (or train travel) and accommodation. Organising any changes to the itinerary if needed while directors are travelling (this often happens and may be out of UK hours)
• Good understanding of different time zones – i.e., US & Canada, Hong Kong
• Customer Service
• Previous experience in a secretarial/administration role dealing with Directors or Managers
• Secretarial or relevant work experience
• Excellent organisation and administrative skills
• Good time management and self-organisational skills with an ability to multi-task and work to deadlines
• Excellent interpersonal and communications skills, both written and verbal, with experience of liaising confidently and effectively at all levels
• High degree of integrity and confidentiality
• Ability to present a professional and positive image of the department at all times, along with a high standard of accuracy and attention to detail
• Ability to work effectively in both a team environment and unsupervised
• Reliable and loyal.