Executive Assistant - Senior Leadership

Informa PLC; City of Westminster; On-site; GBP 30,000 - 45,000; Full time

Job summary

A global information services company in the City of Westminster is looking for an exceptional Personal Assistant. Responsibilities include supporting three senior executives by managing complex schedules, organizing meetings, and handling travel arrangements. The ideal candidate will demonstrate a high level of discretion, professionalism, and the ability to work across multiple time zones. This role offers the opportunity to contribute significantly to various business functions and requires strong organizational and communication skills.

Qualifications

• Sophisticated professional capable of handling complex and confidential matters.
• Strong organizational skills to manage multiple executive tasks.
• Ability to coordinate across different time zones.

Responsibilities

• Provide comprehensive executive support to three executives.
• Organize and coordinate executive meetings and logistics.
• Plan and execute complex international travel itineraries.
• Support the Divisional CFO in financial preparation tasks.
• Assist with health and safety coordination and training sessions.

Skills

Executive support

Discretion and professionalism

Event coordination

Travel management

Stakeholder management

Job description

We are seeking an exceptional Personal Assistant to provide comprehensive administrative and strategic support to three senior executives: Group Operations Director - Travel & Events, the Divisional Chief Financial Officer, and the Head of Group Health, Safety and Security. This high-profile role requires a sophisticated professional who can manage complex, confidential matters while coordinating across multiple time zones and supporting diverse business functions with the highest level of discretion and professionalism., Executive Support & Administration

• Provide comprehensive executive support to three executives across different business functions
• Manage complex, multi-time zone calendars and coordinate international travel arrangements
• Prepare and distribute board papers, presentations, and confidential documentation
• Handle sensitive and confidential information with absolute discretion
• Coordinate executive communications including email management, call screening, and correspondence
• Prepare expense reports and manage budget tracking

Meeting & Event Coordination

• Organize and coordinate executive meetings, including internal and external meetings, leadership team sessions, and stakeholder presentations
• Manage logistics for arranged meetings
• Prepare meeting materials, agendas, and follow-up action items
• Coordinate virtual meetings across multiple time zones with global teams
• Arrange executive hospitality and client entertainment events
• Support crisis management meetings and emergency response coordination when required

Travel & Logistics Management

• Plan and execute complex international travel itineraries
• Manage visa applications, travel documentation, and duty of care requirements
• Negotiate with travel suppliers and manage travel budgets
• Ensure compliance with corporate travel policies and health & safety protocols

Financial & Administrative Support

• Support the Divisional CFO with preparation of review materials
• Organise and coordinate review meetings and planning sessions
• Manage confidential documentation
• Assist with coordination of compliance reporting
• Assist with organising team meetings, events, and activities.
• Process invoices on occasion
• Maintain filing systems for documentation

Health, Safety & Security Support

• Support the Head of Group Health, Safety and Security with crisis management coordination
• Maintain emergency contact databases and communication protocols
• Coordinate health and safety training sessions and compliance meetings
• Assist with incident reporting and investigation coordination
• Support business continuity planning and emergency response exercises

Stakeholder & Relationship Management

• Serve as primary point of contact for internal and external stakeholders
• Coordinate with global offices and regional leadership teams
• Maintain executive contact databases and CRM systems