Wed, 25 Mar 2026 16:39:52 +0000

Executive Assistant

Department: Directors

Employment Type: Fixed Term - Full Time

Location: London

Reporting To: Sara Cass

Description

Overview of the role

The Executive Assistant will act as a trusted partner to the CFO, & CCO/MLRO(‘ExCo members’) to proactively provide administrative support including managing complex calendars, scheduling meetings, drafting correspondence and documents, and coordinating travel arrangements.

Key Responsibilities

Diary Management

Managing dynamic calendars, ensuring efficient scheduling of meetings, calls, and events across multiple time zones.

Proactively identify and resolve scheduling conflicts, prioritising key commitments.

Administrative Support

Managing and prioritising all incoming communications (emails, calls, and other correspondence), drafting responses and flagging urgent matters.

Supporting the ExCo members with strategic projects by conducting research, preparing reports, and liaising with stakeholders.

Monitoring project timelines and deliverables and liaising with relevant stakeholders on behalf of the ExCo members.

Managing ad hoc administrative tasks such as expenses submissions.

Executing other ad hoc duties as directed by the ExCo members.

Meeting Coordination

Liaising with internal/external stakeholders to arrange meetings, including board meetings.

Preparing meeting agendas, briefing documents, and presentations, ensuring the ExCo members are prepared and briefed in a timely way.

Attending, recording and distributing minutes for meetings, tracking action items, and ensure timely follow-up.

Planning and coordinating leadership and strategy offsites, team events, and other company-wide initiatives as needed.

Liaising with PR agency and Marketing department to arrange interviews, podcast recordings & ensuring the ExCo members are prepared for conferences and speaking opportunities.

Managing Travel

Organising international travel itineraries for the ExCo members, including flights, accommodation, visas, local transportation.

Ensuring compliance with international travel policies and procedures, including cost management and expense reporting.

Proactively anticipating and address potential travel issues, such as delays or last-minute changes.

Coordinating with local teams or external contacts to arrange meetings and ensure seamless events transitions during international trips.

Front of House

Acting as back up for office support with liaison with building reception and visitors management.

Skills, Knowledge and Expertise

Previous EA experience required, preferably within a financial services organisation.

Ideally relevant qualifications at A-Level or higher education.

Outstanding organisation and time management skills.

Excellent verbal and written communication skills, with the ability to interact effectively with stakeholders at all levels.

Meticulous attention to detail and commitment to delivering work of the highest standard.

Proactive problem-solver with the ability to anticipate needs and take initiative.

Highly skilled on all MS Office applications.

High degree of professionalism to handle sensitive and confidential information with absolute discretion and adherence to confidentiality.

Ability to be flexible to meet the demands of the work.

Energetic, enthusiastic and driven.