Executive Assistant [AQ-24456]

Aquent; Greater London; On-site; GBP 42,000 - 58,000; Full time

Job summary

Aquent is seeking a Senior Executive Assistant on a fixed-term basis to partner with our senior leadership. This role is pivotal for efficient operations and strategic initiatives across a global, fast-paced environment.

You will manage calendars, coordinate travel, prepare agendas/minutes, and lead administrative efforts for a major office location while maintaining compliance and professional relationships across regions.

Qualifications

• Experience supporting senior leaders in a fast-paced international environment.
• Strong ability to manage multiple priorities with attention to detail.
• Proactive, collaborative, and solution-minded with excellent communication.

Responsibilities

• Manage executive calendars, meetings, and videoconferences.
• Prepare agendas, take minutes, and action items
• Coordinate complex travel arrangements and itineraries
• Lead administrative support activities for a major office location
• Organize regular meetings for the administrative team
• Submit monthly expenses and manage confidential materials
• Assist senior leaders ad hoc and ensure policy compliance
• Engage with stakeholders across regions and locations
• On-board new staff reporting to their line managers

Skills

Senior EA experience

Cross-regional collaboration

Stakeholder management

Excellent communication

Organizational skills

Autonomy

Tools

Microsoft Office

Job description

Join a forward-thinking global company at the forefront of innovation, where your contributions directly empower individuals and businesses worldwide. Our mission is to simplify complex challenges, fostering growth and success for millions. We are dedicated to creating impactful products and services that redefine industry standards and enhance daily lives.

We are seeking a highly organized and proactive Senior Executive Assistant to become an indispensable partner to our senior leadership on a fixed-term basis. This is a unique opportunity to play a pivotal role in supporting critical operations and strategic initiatives, directly impacting the efficiency and success of our teams. You will be at the heart of our administrative functions, ensuring seamless execution and contributing to a dynamic and fast-paced environment. The ideal candidate will possess extreme attention to detail, the ability to multitask, juggle changing priorities, and work independently, while also assisting direct staff and others in the department as needed.

What You’ll Do

• Maintain executive’s appointment schedule by planning and scheduling meetings, conferences, and videoconferences.
• Prepare meeting agendas and take minutes/actions during meetings.
• Arrange corporate travel including flights, transportation, and lodgings, and prepare itineraries and agendas.
• Act as a key administrative lead for a major office location, partnering with communication leads to organize and support key company-wide events.
• Lead and facilitate regular meetings for the administrative support community, ensuring alignment with regional priorities.
• Submit expenses on a monthly basis.
• Solve simple IT problems and contact the IT department when necessary.
• Maintain strong working relationships with administrative support colleagues across various locations.
• Prepare and/or handle confidential material appropriately whether verbal or written.
• Assist senior leaders and others in the department on an ad hoc basis.
• Ensure compliance with all policies, procedures, legal, and regulatory requirements.
• Request requisitions/purchase orders for departments.
• Support Vice Presidents and senior visitors from other company locations.
• On-board new staff members that will report to their line manager.

What You’ll Bring

• Strong experience in a similar role supporting a senior leader within an international, fast-paced, and dynamic environment.
• Evidence of cross-regional collaboration and strong stakeholder relationships.
• A naturally collaborative team player who is proactive and solution-minded.
• Excellent communication skills, both written and verbal.
• Positive, enthusiastic, adaptable, and empowered mindset with a "can-do attitude."
• Ability to remain calm under pressure with strong executive presence.
• Excellent planning and organizational capabilities with a keen eye for detail.
• Ability to work autonomously, take initiative, and follow through.
• Confidence in liaising with external and internal stakeholders at all levels while representing the organization.

Client Description

Our Client is a global technology platform that specialises in overcoming the world’s most important financial challenges. Their products and services are driven by artificial intelligence, and their accounting software is one of their most recognisable creations. Considered one of the top companies to work for, they are proud of their company culture and entrepreneurial spirit.

Aquent is dedicated to improving inclusivity & is proudly an equal opportunities employer. We encourage applications from under-represented groups & are committed to providing support to applicants with disabilities. We aim to provide reasonable accommodation for any part of the employment process, to those with a medical condition, disability or neurodivergence.