Personal Assistant

Guidant Global; City Of London; On-site; GBP 30,000 - 41,000; Full time

Job summary

Guidant Global is seeking an experienced Executive Personal Assistant to provide high-level support to four Vice Presidents in a fast-paced environment in central London. The role requires proactive diary management, flawless organisation and discretion, working closely with another PA to ensure continuity of coverage and executive readiness.

You will coordinate complex calendars, arrange meetings with senior stakeholders, prepare materials, travel and expenses, and maintain confidential

Qualifications

• Significant experience working as a PA or Executive Assistant supporting multiple senior stakeholders.
• Experience supporting individuals at VP, Director or equivalent seniority.
• Excellent diary and meeting management experience.
• Strong Microsoft Office skills, particularly Outlook and Teams.
• Experience with expenses processes.
• Ability to work autonomously and manage workload without close supervision.

Responsibilities

• Provide professional and proactive PA support to four Vice Presidents.
• Manage complex and changing diaries, appointments and meeting schedules.
• Coordinate internal and external meetings involving senior stakeholders.
• Prepare meeting arrangements and ensure all logistical requirements are in place.
• Organise meeting rooms, catering and other meeting-related requirements.
• Liaise confidently and professionally with stakeholders across the organisation.
• Identify the correct contacts and stakeholders using organisational charts and internal systems.
• Manage requests efficiently and respond promptly to changing priorities.
• Maintain and update information within cloud-based platforms and online forms.
• Edit and amend online forms, documents and other information accurately.
• Support the leadership team with general administrative and coordination requirements.
• Assist with expenses and ensure processes are followed accurately and efficiently.
• Use Concur, SAP or similar systems where required.
• Work collaboratively with the existing PA to ensure responsibilities are effectively shared and senior stakeholders receive consistent support.
• Handle confidential and sensitive information with a high level of discretion.

Job description

Role: Personal Assistant

Contract: 3 to 6 Months

Rate: £192.30 per day PAYE

Fully onsite in central London

The Opportunity

We are looking for an experienced Executive Personal Assistant to provide high-level support to four Vice Presidents within a busy and fast-paced organisation. This is a key role within the leadership support function and requires an individual who has demonstrable experience supporting multiple senior executives at VP, Director or equivalent level. You will work closely with another PA, with responsibilities shared across the leadership team. The successful candidate will be highly organised, proactive and confident working independently. As there will be no formal training provided, you must be able to quickly understand requirements, manage priorities and deliver effective support from day one.

Key Responsibilities

• Provide professional and proactive PA support to four Vice Presidents.
• Manage complex and changing diaries, appointments and meeting schedules.
• Coordinate internal and external meetings involving senior stakeholders.
• Prepare meeting arrangements and ensure all logistical requirements are in place.
• Organise meeting rooms, catering and other meeting-related requirements.
• Liaise confidently and professionally with stakeholders across the organisation.
• Identify the correct contacts and stakeholders using organisational charts and internal systems.
• Manage requests efficiently and respond promptly to changing priorities.
• Maintain and update information within cloud-based platforms and online forms.
• Edit and amend online forms, documents and other information accurately.
• Support the leadership team with general administrative and coordination requirements.
• Assist with expenses and ensure processes are followed accurately and efficiently.
• Use Concur, SAP or similar systems where required.
• Work collaboratively with the existing PA to ensure responsibilities are effectively shared and senior stakeholders receive consistent support.
• Handle confidential and sensitive information with a high level of discretion.

Essential Experience & Skills

We are looking for candidates who can demonstrate:

• Significant experience working as a PA or Executive Assistant supporting multiple senior stakeholders.
• Previous experience supporting individuals at VP, Director or equivalent seniority.
• Strong Microsoft Office skills, particularly Outlook and Teams.
• Excellent diary and meeting management experience.
• Experience coordinating meetings involving senior stakeholders.
• Strong knowledge of administrative processes and systems.
• Experience working with cloud-based systems and online forms.
• Confidence making quick and accurate amendments to systems, documents and forms.
• The ability to navigate organisational structures and identify appropriate stakeholders.
• Excellent communication skills, both written and verbal.
• A professional, confident and approachable communication style.
• Strong attention to detail and the ability to work at pace.
• Experience with expenses processes.
• The ability to work autonomously and manage workload without close supervision.

Desirable Experience

• Experience supporting an IT, Technology or Digital team.
• Previous experience using Concur and/or SAP.
• Experience working within a large, complex or matrix organisation.
• Experience managing meeting catering and associated logistics.