Executive Assistant Administrator

Superb People Ltd; Greater London; On-site; GBP 30,000 - 50,000; Full time

Job summary

Superb People Ltd is searching for an administrative support professional to join their IB team. The role involves complex diary management, meeting coordination across multiple time zones, and travel logistics, including visa management. The ideal candidate will provide comprehensive secretarial support at the MD/Director level, assist with presentations, and undertake various administrative tasks. Strong organizational skills and attention to detail are essential. This position offers an opportunity to work in a fast-paced environment in Greater London.

Qualifications

• Experience in diary management across multiple time zones.
• Strong organizational skills to coordinate meetings efficiently.
• Ability to manage travel logistics and documentation.

Responsibilities

• Manage complex diaries and anticipate scheduling issues.
• Coordinate logistics for internal and external meetings.
• Prepare travel arrangements and handle visa applications.

Skills

Diary management

Meeting coordination

Travel management

Preparing presentations

General administrative support

KYC assistance

Tools

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

SmartSearch

Deacloud

edays system

Job description

Overview

To support parts of the IB team in a multi-faceted role encompassing several responsibilities:

To provide secretarial and administrative support service at MD/Director level and their deal teams

Responsibilities

• Complex diary management for the team, being able to anticipate issues in multi-time zones
• Meeting Coordination: organising logistics for both internal and external meetings over various time-zones and different mediums; face to face, video conference, and audio conference
• Anticipate, manage and co-ordinate European and International travel, ensuring timely preparation to include visa applications, whilst adhering to the Company’s travel policy to ensure cost efficiency at all times
• Compile expense reports in a timely manner ensuring all appropriate receipts are attached and submissions are in line with the Company’s expense policy
• Ability to prepare powerpoint presentations, excel and word documents for team members
• Document production including preparation, printing and binding
• General administrative support: booking bikes, couriers, taxis, organising team events, booking client lunches and dinners
• Deacloud – assisting the team with interaction logging, maintaining accurate contact records, pipeline, creating and maintaining deal information
• Assisting with KYC for onboarding of deals for the team and using the SmartSearch system
• Assisting with client conferences and event management
• Assisting the team with booking holidays through the edays system
• Answering the telephone in a professional manner, taking accurate messages and relaying these appropriately without delay
• Ad hoc project work as requested
• Providing support and cover for other IB team assistants and reception cover as required
• Assisting EAs with staff events and team led events