Executive Assistant – Global Investment Banking Rewards Team

Paragon Personnel Ltd; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading personnel management firm located in London is seeking a skilled Administrative Assistant to provide high-level support to senior leaders in the Reward function. The role involves managing complex calendars, organizing meetings and travel logistics, as well as collaborating with team members to ensure smooth operations. The ideal candidate must possess strong communication skills and attention to detail, with proficiency in Microsoft Office tools. Working hours are 9:00am to 6:00pm, office-based five days a week.

Qualifications

• Professional and approachable communication ability.
• Demonstrated ability to prioritize and manage multiple tasks.
• Proactive and solutions-oriented approach.

Responsibilities

• Manage complex calendars for up to five functional heads.
• Organize logistics for meetings, training sessions, and conferences.
• Handle phone line coverage for the Reward leads.
• Plan and manage all travel arrangements and itineraries.
• Support document creation and formatting.

Skills

Strong verbal and written communication skills

High attention to detail

Strong organizational skills

Ability to remain calm under pressure

Advanced proficiency in Microsoft Outlook

Advanced proficiency in Microsoft Word

Advanced proficiency in Microsoft Excel

Advanced proficiency in Microsoft PowerPoint

Job description

Role Overview:

This role offers a unique opportunity to provide high-level administrative support to up to five senior leaders within the Reward function, including areas such as EMEA Reward, Benefits & Wellness, Firmwide Compensation, Executive Compensation, and Mobility. You'll play a pivotal role in supporting both the leaders and the wider Reward team, working collaboratively with other Human Capital Management (HCM) assistants to ensure smooth daily operations.

Key Responsibilities:

• Manage complex and dynamic calendars for up to five functional heads, coordinating across internal teams and external stakeholders such as vendors and regulators.
• Anticipate and resolve scheduling conflicts while ensuring meetings are fully supported — including room bookings, refreshments, and preparation of required materials.
• Organize logistics for internal and external meetings, training sessions, and conferences — including video conferencing, audio/visual equipment, and presentation setup.
• Handle phone line coverage for the Reward leads and assist with broader team coverage as needed, ensuring timely and accurate message handling.
• Act as the first point of contact when team leaders are unavailable, directing inquiries appropriately to ensure prompt resolution.
• Coordinate team meetings and offsites, including preparing agendas, capturing minutes, and managing follow-ups.
• Oversee visitor arrangements including registration, access passes, and on-site hospitality.
• Plan and manage all travel arrangements for the functional heads, including detailed itineraries and coordination of schedules during travel.
• Manage incoming and outgoing mail and courier services; process expenses promptly and in line with company policy.
• Support document creation and formatting — including presentations, reports, and correspondence.
• Monitor team whereabouts and coordinate flexible desk arrangements as needed.
• Assist with onboarding for new team members, ensuring desks, phones, and IT equipment are set up appropriately.
• Raise and track IT service tickets for any technology-related issues.
• Organize team social events and maintain updates in relevant internal systems.
• Manage contingent worker processes and other administrative requirements for the Reward team(s).
• Collaborate proactively with the broader team of HCM assistants to support departmental needs.

Skills and Experience Required:

• Strong verbal and written communication skills, with a professional and approachable manner.
• High attention to detail and strong organizational skills.
• Ability to remain calm under pressure, prioritize effectively, and handle multiple tasks simultaneously.
• Demonstrated use of good judgment, with a proactive and solutions-oriented approach.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Understanding of corporate environments and ability to work well within a team.

Working Arrangements:

• Core Hours: 9:00am – 6:00pm Office-based, five days per week