Executive Assistant

Gen II; Southampton; On-site; GBP 28,000 - 42,000; Full time

Job summary

Gen II (UK) Southampton is seeking an Executive Assistant to two or more senior executives. You will be a proactive, organized self-starter, capable of managing schedules across time zones, acting as gatekeeper and coordinating meetings.

This role is based in Southampton and reports to the Director of Administration in New York. Responsibilities include arranging travel, maintaining digital filing, supporting ad-hoc projects, and collaborating with the global admin team.

Qualifications

• GCSE English Language and Maths at grade B or above.
• Strong communication, organisational and confidentiality skills.
• Ability to multitask with a detail-focused approach.
• Independent judgment and prioritisation in a fast-paced environment.

Responsibilities

• Provide day-to-day admin support for two senior executives.
• Manage calendars across multiple time zones.
• Gatekeep to prioritise executive time and coordinate meetings.
• Arrange travel and logistics, including multi-country itineraries.
• Maintain digital filing and assist with ad-hoc projects.

Skills

Organization

Communication skills

Proactive problem solving

Multitasking

Confidential information handling

Microsoft Office

Education

GCSE English & Maths

Tools

MS Office

Job description

Gen II (UK) Southampton
Southampton, WHIT PO157AD, GBR

Description

What's the role?

We are seeking an all-star Executive Assistant (EA) to two (or more) senior executives. The ideal candidate is a self-starter, resourceful, organized, a good problem solver and can seamlessly handle a variety of administrative responsibilities and projects. This person balances the ability to be proactive and professionally completes tasks independently but also enjoys being a member of the C-suite admin team. This role is based in Southampton and reports to the Director of Administration, based in New York.

What you'll be doing:

Your role may include, but will not be limited to, the following tasks which we call 'Defined Business Activities'. The list of defined business activities is not exhaustive and may be amended from time to time:

• Day-to-day administrative support for two (or more) senior executives
• Maintain complex and detailed calendars, including scheduling meetings with multiple participants across several time zones
• Act as a gatekeeper, prioritizing demands on the executive's time
• Coordinate logistics of both internal and external meetings
• Organize travel arrangements, including multi-country itineraries to include air, hotel, cars, and meals as needed
• Maintain and update digital filing system (Box)
• Handle regular activities proactively and advise leadership, in advance, of issues or delays
• Lead and coordinate ad-hoc projects as requested
• Work cooperatively and in partnership with global administrative team to back up and support each other
• Communicate effectively and collaboratively with internal staff, leadership, and external clients in a professional manner.

The ideal background for this role:

Qualifications

• Sound academic background
• GCSEs in English Language and Mathematics (or equivalent) at grade B or above
• Strong communication skills, professional presence, superb organizational skills and experience dealing with confidential information
• Multitasking capability with a thorough, process-oriented, and detail-focused approach.
• Ability to complete tasks with minimal errors in a timely manner
• Independent judgment, prioritization and critical thinking abilities in a fast-paced and evolving environment
• Personal Qualities: Dependable, flexible, patient, resourceful, and efficient
• "People person" with a client service mentality who likes to engage with others
• High proficiency in MS Office including Microsoft Word, Outlook, PowerPoint, and Excel
• Able to adapt to changing priorities
• Excellent writing and analytical skills
• Comfortable working in a fast-paced and dynamic office environment
• Flexible, responsible, dependable, patient, and efficient
• Resourceful and proactive in tackling new challenges

Experience

• Previous experience as an assistant to a C-suite executive(s)
• Prior experience overseeing an office
• Prior financial services experience is ideal but not required

Location

This role is based in our Southampton office and requires in-office attendance 4-5 days a week.