Office Manager / Executive Assistant

MavensWood Investments Ltd.; City Of London; On-site; GBP 31,000 - 44,000; Full time

Job summary

A leading investment firm is seeking a proactive Executive Assistant to support their CEO. Responsibilities include managing calendars, coordinating meetings, and supporting strategic initiatives. The ideal candidate should possess strong organizational skills, excellent communication abilities, and experience in a similar role. This position offers exposure to high-level decision-making and opportunities for career growth within a dynamic environment.

Qualifications

• Proven experience as an Executive Assistant or in a similar administrative role.
• Ability to manage multiple tasks efficiently while maintaining a high level of professionalism.
• Strong discretion with confidential information.

Responsibilities

• Manage the CEO's calendar and schedule meetings effectively.
• Prepare and coordinate internal and external meetings.
• Draft and review correspondence on behalf of the CEO.

Skills

Organisational skills

Time management

Written communication

Verbal communication

Confidentiality

Problem-solving

Team collaboration

Event planning

Discretion

Cross-functional collaboration

Tools

Microsoft Office Suite

Google Workspace

Asana

Trello

Outlook

Dropbox

OneDrive

Job description

Executive Assistant

Location: Worldwide

Job Type: Internship/Contract/Permanent/Agency Hire

Hours: Full Time/Part-Time

About Us: MavensWood Investments Ltd is an innovative investment firm that provides strategic guidance, funding, and operational expertise to companies across various industries. We are seeking a highly organised, proactive Executive Assistant to provide comprehensive administrative and strategic support to our CEO. This role is essential in ensuring smooth operations and effective communication across the organisation.

The Role:

The Executive Assistant will play a critical role in managing the CEO’s schedule, communications, and strategic initiatives. The ideal candidate will have exceptional organisational skills, the ability to manage multiple tasks efficiently, and experience in handling sensitive information with discretion. This role requires someone proactive, detail-oriented, and capable of coordinating multiple projects simultaneously.

Key Responsibilities:

• Administrative Support: Manage the CEO's calendar, schedule meetings, and prioritise appointments. Prepare and maintain records, documents, and presentations.
• Meeting Management: Organise and coordinate internal and external meetings, including preparing agendas, taking minutes, and following up on action items to ensure timely completion.
• Strategic Support: Conduct research and provide insights on business trends, opportunities, and competitive analysis. Assist in drafting reports, proposals, and strategic documents for high-level meetings.
• Communication & Coordination: Act as the primary liaison between the CEO and internal/external stakeholders. Draft and review correspondence, ensuring accuracy and alignment with the CEO’s tone and communication style.
• Project Management: Support the CEO in planning, tracking progress, and executing projects. Coordinate with cross-functional teams to ensure milestones are met.
• Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism. Manage confidential files and ensure their safe storage.
• Operational Efficiency: Proactively identify inefficiencies and suggest process improvements to optimise the CEO's workflow. Monitor key performance indicators (KPIs) and prepare periodic reports.
• Event Management: Organise corporate events, team offsites, and other key activities. Ensure all logistical and administrative aspects are handled efficiently.

What your Day might look like:

• Start your day by reviewing the CEO's calendar, preparing necessary materials for upcoming meetings, and prioritising appointments.
• Organise and coordinate meetings, ensuring all logistics are handled, including agenda preparation and taking minutes.
• Assist in drafting and editing documents, such as reports, proposals, and strategic plans.
• Act as a liaison between the CEO and key stakeholders, ensuring effective communication.
• Track project timelines and coordinate with various teams to ensure tasks are completed on schedule.
• Handle sensitive information with care and maintain confidentiality at all times.
• Plan and organise events, ensuring smooth execution of all logistical details.

Skills Required:

• Proven experience as an Executive Assistant or in a similar administrative role.
• Strong organisational and time management skills with the ability to multitask.
• Excellent written and verbal communication skills.
• Proficiency with office software (Microsoft Office Suite, Google Workspace).
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and as part of a team.

Preferred Qualifications (Nice to Have):

• Experience in supporting senior executives or C-level professionals.
• Familiarity with project management tools (e.g., ClickUp, Asana, Trello).
• Experience in organising corporate events and off-sites.
• Knowledge of the investment or finance industry.

Tools Necessary:

• Good working laptop/desktop
• Smartphone to access incoming/outgoing calls
• Good internet connection

• Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Google Workspace (Docs, Sheets, Drive, Gmail).
• Project management tools (e.g., Asana, Trello).
• Communication tools (e.g., Slack, Microsoft Teams).
• Calendar management tools (e.g., Google Calendar, Outlook).
• File management and document storage (e.g., Dropbox, OneDrive).

What you will learn:

• Exposure to high-level strategic decision-making processes.
• Experience working closely with senior leadership and cross-functional teams.
• Opportunities for career growth and development within the company.
• The chance to be involved in exciting projects and corporate events.
• A dynamic and fast-paced work environment with the opportunity to make an impact.