Executive Assistant - Global Executive Search Firm

Angela Mortimer
City of London
30000.00 - 35000.00 GBP Annual
08 Mar 2019
27 Mar 2019
Job Function
Recruitment Consultant
Contract Type
Full Time

Executive Search Firm
Executive Assistant
??35,000 per annum
City of London

They serve clients globally from locations in London (UK), Cambridge (Massachusetts), Short Hills (New Jersey), Pittsburgh (Pennsylvania), Zurich and Basel (Switzerland), Copenhagen (Denmark) Frankfurt (Germany) and Paris (France). They are looking for an Executive Assistant / Project Coordinator based in our London office.

Your duties will include the following:
Assist & Manage the team with all support duties relating to assignment administration and project execution. This includes:

Project Coordination:
•Assignment support - assisting with the efficient, professional management of a number of clients and assignments, producing heavy work loads
•Interaction with senior executives (clients and candidates) including Chairmen, Board Directors and CEOs across the globe via both phone, email & face to face
•Forward planning client update calls and meetings to ensure each assignment progresses efficiently
•Formatting / proof reading documents: CVs, candidate reports, client update reports & various other client / candidate documents
•Scheduling candidate / client meetings, coordinating reference calls and supporting documents
•Assisting in the management of candidate expenses
•Ensuring all assignments are up to date on the in-house database, including each candidate's progress / status within the assignment
•Logging and saving all documentation and communications
Executive Assistant
•Extensive diary management of the consultant(s) in your team across international time zones
•Managing and supporting company business development trips and meetings - managing and sending invites, booking travel, booking accommodation, managing calendars and booking/confirming meetings. Recording all in database
•Assisting with other business development, including event attendance and assistance with proposals & presentations.
•Completing expense claims
•Managing confidential files and records

Managing and supporting company conferences and events including:
•Managing logistics, invite partnering systems and company profiles, writing invites, managing calendars, creating and logging marketing campaigns within our database. Keeping spread sheets up to date. Putting together prep packs for all meetings.
•Supporting the company for events hosted across the globe.

Other office administration duties, including:
•Assisting and covering for the other support staff
•Reporting and escalating any issues to the appropriate person
•Booking rooms and conference facilities
•Other general ad hoc office duties

•Minimum of 2-4 years in an Executive Administrative Assistant role
•Calendar management (multiple calendars preferred)
•Travel management, planning and expense reporting
•Tact and good judgment in confidential situations and proven experience interacting with senior management
•Strong collaborative and relationship management skills and ability to liaison with multiple business partners at various levels
•Ability to work independently and anticipate the needs of the executive and business and turn them into actionable tasks
•Adaptable team player
•Good problem-solving ability
•Strong working experience with Microsoft Office; Outlook, Word, Excel and PowerPoint, and experience with using and maintaining databases
•Knowledge of general office procedures (e.g., filing, correspondence, scheduling)
•Excellent IT skills
•Excellent interpersonal skills
•Superior oral and written communication skills
•Ability to adapt procedures, processes and techniques to the completion of assignments

Please send your CV for immediate consideration.