Executive Assistant (1 year fixed term contract)

Ascot Lloyd group; London; Hybrid; GBP 35,000 - 50,000; Full time

Job summary

A leading company in financial services seeks an Organized Executive Assistant to support the Chief Financial Officer and Executive Team. The role involves a range of administrative duties, project assistance, and coordination activities, ensuring the smooth operation of the executive office. The ideal candidate will have five years of experience, exceptional skills in Microsoft Office Suite, and thrive in a fast-paced environment at a reputable firm.

Qualifications

• Five years’ experience supporting a Senior Executive, ideally a CFO.
• Exceptional writing, editing, and proofreading skills.
• Detail-oriented self-starter; experience in financial services preferred.

Responsibilities

• Support CFO with daily operations, manage calendars, and handle communications.
• Assist in creating presentations and reports; coordinate project activities.
• Handle UK travel arrangements for business within Ascot Lloyd.

Skills

Organization

Time Management

Writing

Detail-oriented

Communication

Problem Solving

Tools

Microsoft Office Suite

Job description

Job title:Executive Assistant

Reporting to:Chief Financial Officer

Hours:35 hours per week, Monday to Friday

Location: London Office (Hybrid: 3 days in Office / 2 days WFH)

Contract:1 year with potential to extend

SMCR Function: This is a Conduct Role

THE ROLE

The Executive Assistant provides administrative and operational support to the Chief Financial Officer as well as other members of the Executive Team, fulfilling tasks and responsibilities associated with the wider executive support team.

PRIMARY DUTIES AND RESPONSIBILITIES

• Work directly with the CFO to support aspects of daily work routine, to include external board directorships and assist members of the Finance Team as required.
• Maintain calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the Executive Team and the wider Finance Team. This includes receiving and screening phone calls, receiving visitors into office, answering a variety of questions with tact and diplomacy, taking messages, and conducting tasks appropriately for resolution.
• Play a key role in the coordination of members of the Finance Team.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Assist in the development of presentations and Board papers for internal and external audiences.
• Assist in PMO activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as fostering collaboration of end-users and key stakeholders.
• UK Travel Coordination for business travel within Ascot Lloyd offices.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Serve as a primary point of contact between the London Office and internal and external teams.
• Determine priority of matters of attention; redirect matters to staff to handle, or handle matters personally, as appropriate
• Keep the EA to CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for signature.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information

SKILLS AND BACKGROUND

• Five years’ prior experience in supporting a Senior Executive, CFO preferred

• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)

• Exceptional writing, editing, and proofreading skills

• Excellent organization and time-management skills

• A detail-oriented self-starter with prior experience in the financial service / wealth management industry

• Someone who exhibits sound judgment with the ability to prioritize and make decisions

• Energetic and eager to tackle new projects and ideas

• Comfortable interacting with high-level executives

• A team player capable of cultivating productive working relationships across the firm

• Resourceful, can-do attitude

• Thrives in a fast-paced environment