Executive Assistant

CLARION EVENTS; Greater London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A leading event management firm in Greater London is seeking a Personal Assistant to support senior executives. Responsibilities include diary management, travel arrangements, and day-to-day administration. The ideal candidate will have solid PA experience, excellent organizational skills, and a proactive attitude. This role is hybrid, with office attendance required four days a week initially, transitioning to three days later. A variety of benefits including 25 days holiday and private medical insurance are offered.

Benefits

25 days' holiday plus bank holidays

End of year wellbeing shutdown

Celebration day off

Summer Hours in August

Helping Our World Days

Pension Scheme

Private Medical Insurance

Free on-site gym

Qualifications

• Previous solid PA experience within a scaled business.
• Proficient user of Microsoft Office tools.
• Experience with Outlook calendar is essential.

Responsibilities

• Manage diaries for four executives effectively.
• Research and book travel itineraries and arrange visas.
• Administer travel expenses, credit card reconciliations, and raise POs.

Skills

Organisational skills

Attention to detail

Excellent communication skills

Autonomous work ability

Discretion

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

At Clarion, our people are at the absolute heart of what we do. We're proud that our core values of PASSION, CARE, IMAGINATION, and TRUST define the way we carry out our work across all of our exhibitions and conferences.

If you share our values and want to be a part of a successful, dynamic, and creative global business then we want to hear from you.

The Opportunity

An exciting opportunity has arisen within the London based office for a Personal Assistant (PA) to support senior board‑level executives with their administration.

This role holds responsibility for x3 executives + ad‑hoc support for the Group CEO, and CEO, EMEA.

The executives will require assistance with proactive diary management, travel arrangements including visa procurement, and other day‑to‑day administration, which includes expenses, PO & invoice management and reconciling monthly credit card statements. Cover &/or assistance with workload to other EAs during busy times will also be expected.

We are seeking a bright, ambitious and experienced team player who has previously worked in a fast paced, dynamic environment and understands the key functions of all central departments.

This role is hybrid, working four days at the office Monday to Thursday for the first six months with flexibility, thereafter and depending on work commitments, to move to three days.

Key Responsibilities

• Diary management for four executives, learning their different approaches and preferred scheduling.
• Travel:
  • Researching, presenting, and booking travel itineraries as per brief.
  • Arranging visas and understanding all requirements for any additional travel documentation.
  • Booking taxis for travel and meetings.
• Administration of travel expenses, reconciliation of credit cards, raising POs and invoices, setting up new suppliers per Directors' instructions. Booking couriers and occasionally managing outgoing post.
• Preparing Directors for meetings, including booking meeting rooms; arranging catering and refreshments; meeting and greeting external clients; preparing and collating copies of meeting materials, etc.
• General assistance to the wider team and Directors on an ad‑hoc basis.
• Covering work during holiday/sick leave within the team and general assistance with overflow work during busy periods.
• Assist with ad‑hoc projects and tasks.

Requirements

Knowledge, Skills & Behaviours

• Previous solid PA experience within a scaled business.
• Excellent organisational skills, with exceptional attention to detail.
• Excellent written and spoken communication skills.
• Experience with Outlook calendar is essential.
• Proficient user of Microsoft Word, Excel and PowerPoint.
• Professional and enthusiastic attitude; remaining friendly and respectful at all times.
• Ability to work autonomously; takes the initiative with a proactive approach; and can meet tight deadlines.
• Confident, punctual, and discrete.

About Clarion Events

Clarion Events is one of the world's leading event organisers, producing and delivering innovative and market‑leading events since 1947. ( https://clarionevents.com/welcome )

Clarion Events embrace diversity and equal opportunities in all that we do. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

Clarion is private equity backed and owned by Blackstone. Blackstone is one of the world's leading global investment funds, investing capital for the long term to build successful, resilient businesses. ( https://www.blackstone.com/ )

Our purpose is to deliver exceptional customer outcomes and experiences, by making every connection count.

Our vision is we want every one of our products to be a market leader in customer satisfaction and delight.

Benefits

• 25 days' holiday plus bank holidays
• End of year wellbeing shutdown (closed for the last week of the year)
• Celebration day off (e.g. birthday, Diwali, Eid, etc)
• Summer Hours in August (3pm finish on Fridays)
• Helping Our World (HOW) Days - one paid day per quarter to carry out charity work
• Pension Scheme
• Private Medical Insurance
• Health Cash Plan
• Wellbeing Library (MYNDUP)
• Mentoring Programme
• Subsidised Café
• Season Ticket Loan
• Cycle to Work Schemes
• Free on‑site gym and shower facilities
• Free eyesight tests
• Free flu vaccination - offered on site once a year for all employees