Executive Support Assistant

jobs.jerseyeveningpost.com-job boards; United Kingdom; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent client is seeking an Executive Support Assistant to join their Operations team in Jersey. This dynamic role includes managing schedules, organizing travel, and supporting various administrative activities. The successful candidate will thrive in a fast-paced environment and contribute to the effective functioning of the team.

Benefits

Opportunities for career development

Supportive working environment

Exposure to various business areas

Qualifications

• Ability to manage multiple tasks and meet deadlines effectively.
• High discretion and professionalism required in communications.
• Experience with minute-taking and data management advantageous.

Responsibilities

• Manage diaries and organise travel logistics for stakeholders.
• Prepare for meetings, take minutes, and follow up on actions.
• Coordinate projects and track timelines to support teams.

Skills

Organisational skills

Communication skills

Interpersonal skills

Attention to detail

Proficiency in Microsoft Office

Job description

Our client is seeking an Executive Support Assistant to join their Operations team in Jersey. This role provides essential support to Partners and Directors across the Channel Islands, assisting with diary management, travel logistics, stakeholder meetings, project coordination, and administrative tasks. The successful candidate will be highly organised, proactive, and able to work effectively in a fast-paced professional environment.

Job Duties:

• Manage stakeholder diaries, ensuring they are prepared for meetings.
• Organise travel logistics, including visas, flights, accommodation, and transport.
• Prepare for and attend meetings, taking minutes and following up on actions.
• Coordinate projects, tracking timelines and supporting project teams.
• Draft, proofread, and format internal and external correspondence and documentation.
• Monitor stakeholder mailboxes and handle communications as required.
• Ensure compliance with regulatory requirements and firm policies.
• Maintain the firm's Client Relationship Management system (Salesforce).
• Assist in event management, including booking venues and coordinating logistics.
• Support office administration tasks such as printing, scanning, and document handling.
• Identify and implement process improvements within the Executive Support team.
• Support stakeholders with social media management and engagement.
• Assist with timesheets, expenses, and invoice claims when required.
• Provide occasional support to other teams and stakeholders during peak periods.

Job Requirements:

• Strong organisational skills with the ability to prioritise tasks and meet deadlines.
• Excellent communication skills, both written and verbal.
• Ability to work proactively and flexibly in a fast-paced environment.
• High levels of discretion and professionalism, maintaining confidentiality at all times.
• Strong interpersonal skills and the ability to build relationships with colleagues and stakeholders.
• A keen interest in technology, with a willingness to learn new systems and tools.
• Accuracy and attention to detail in all tasks.
• Proficiency in Microsoft Office applications is desirable.
• Experience with minute-taking and data management would be an advantage.

What You'll Love:

Our client offers a dynamic and supportive working environment, providing opportunities for career development and personal growth. You will work as part of a collaborative team, gaining exposure to a variety of business areas while developing essential skills in executive support. The organisation values diversity and inclusion, ensuring that all employees feel respected and valued for their unique strengths.

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