Executive Assistant

Gen II Fund Services; Southampton; On-site; GBP 32,000 - 47,000; Full time

Job summary

Gen II Fund Services in Southampton seeks an Executive Assistant to support two or more senior executives. In-office role with 4-5 days onsite, reporting to the Director of Administration in New York, you will manage calendars, travel, and communications with internal staff and clients.

You will coordinate complex schedules, back up the executive team, and lead ad-hoc projects while maintaining confidentiality and a professional presence in a fast-paced environment.

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 environment
• Personal qualities: dependable, flexible, patient, resourceful, and efficient
• People person with a client service mentality who likes to engage with others
• Excellent writing and analytical skills
• Comfortable working in a fast-paced office environment

Responsibilities

• Day-to-day administrative support for two or more senior executives
• Maintain complex calendars across multiple time zones
• Act as a gatekeeper, prioritizing demands on the executive’s time
• Coordinate logistics of internal and external meetings
• Organize travel arrangements, including multi-country itineraries
• Maintain and update digital filing system (Box)
• Proactively advise leadership of issues or delays
• Lead and coordinate ad-hoc projects as requested
• Work with global admin team to back up and support colleagues
• Communicate professionally with internal staff, leadership, and clients

Skills

Communication

Organization

Multitasking

Problem Solving

Writing

Confidentiality

Independent Judgment

Attention to Detail

Client Service

Education

GCSE English & Maths (Grade B+)

Tools

Microsoft Word

Outlook

PowerPoint

Excel

Job description

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 efficientResourceful 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.