Personal Secretary to CEO

Confidential; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

Confidential, based in London, is seeking a Personal Secretary to the CEO for an international bank. The role provides comprehensive support to the CEO, including diary management, travel arrangements, correspondence handling and meeting coordination to ensure efficient executive workflow.

The successful candidate will prepare materials, minutes and reports, liaise with stakeholders, and assist with office and HR coordination in a fast-paced environment.

Responsibilities

• Coordinate and organize meetings and conferences for the CEO and senior stakeholders.
• Manage the CEO's diary and scheduling, ensuring up-to-date calendars.
• Arrange travel, visas, accommodations and related logistics for staff.
• Handle emails, correspondence and executive communications promptly.
• Prepare meeting materials, minutes and action point trackers.
• Provide first point of contact for visitors and calls; manage office admin.
• Support HR coordination and office hospitality to ensure smooth operations.

Job description

We are hiring for Personal Secretary to CEO role with an International bank based in London. Job description has given below.

JOB ROLE

To provide complete assistance to the CEO.

JOB RESPONSIBILITY

Arranging & Managing Meetings:-

• Co-ordinate and organize meetings, conferences with business clients, Senior
• Executives/Heads of Departments etc.
• Ensure that all materials for meetings are prepared in a timely manner.
• Accurate dictation and note taking at meetings as required.
• Prepare & distribute minutes of meetings.
• Arrange refreshments for meetings.
• Devise an efficient sytem for tracking of Action points
• Track Action points.

Diary Management:

• Responsible for the management of the CEO's diary.
• Manage and schedule appointments and keep diaries constantly up-to-date
• with contact details.

Travel Management:-

• Arrange all aspects of travel for staff members as required including flights, hotel bookings, currency, car parking, car hire etc.
• Assist with travel for non-staff-members and arrange for visas, as and when required.

Office & General Management:-

• Produce purchase orders, payment requests and stationery request as and when required.
• Implement and maintain an efficient filing system for the CEO.
• First point of contact for any telephone enquiries for the CEO, ensuring all messages are forwarded promptly and efficiently.
• First point of contact for visitors and provide refreshments as and when required.
• Work with other members of the Team, providing support where necessary.
• Track projects.
• Helps efficient Office Hospitality and workflow management

Post and Emails:

• To manage emails and attend to correspondence and emails in a prompt and efficient manner.
• To regularly review emails and post by referring to the relevant parties as appropriate.

Relationship Management:

• Maintaining and establishing contacts for CEO.
• Manage contact and liaise with Travel agents and other service providers on behalf of the CEO.
• Maintain contact with any other party as required on behalf of the CEO.

Communication:

• To provide salient business data and information to the CEO for the purpose of assess business performance.
• To implement a system to facilitate effective communication with the executive team, management team and other pertinent employees.
• To prepare presentations, MI and Financial and other reports, Business reports for the CEO.
• To analyse financial and other reports for the CEO
• To support and provide information for decision making to the CEO.
• To coordinate and facilitate support to HR.
• Responsible for events based coordination of activities organised.
• To undertake any other duty as delegated by the CEO.