We are looking for an Executive Assistant to join a large support team, focusing on helping the Chief Operating Officer and wider Executive Board as required. The Executive Assistant will serve as a vital partner to senior leadership, providing high-level administrative support to ensure operational efficiency and success. This role demands exceptional organisational skills, discretion, and the ability to handle diverse responsibilities in a fast-paced, dynamic environment. Acting as the primary point of contact for internal and external stakeholders, the Executive Assistant is a trusted confidant and facilitator who helps streamline communication, planning, and execution of executive-level initiatives.

Key Duties

Serve as the first point of contact for the executive, managing communications with professionalism and discretion
Screen and respond to emails, calls, and correspondence on behalf of the Chief Operating Officer
Prepare agendas, presentations, and briefing materials for meetings
Take minutes during high-level meetings and ensure follow-up on action items
Maintain and update the Chief Operating Officer’s calendar, prioritising and scheduling meetings, appointments, and engagements
Proactively resolve scheduling conflicts and anticipate time management needs
Coordinate and confirm travel itineraries, accommodations, and transportation logistics
Draft, proofread, and finalise reports, memos, and other corporate documents
Taking dictation and editing documents in a live scenario
Assisting with the preparation / drafting of multiple document formats, including within the Microsoft Office Suite and Adobe Creative Suite
Organise and execute company events, conferences, and team-building activities
Liaise with vendors, venues, and service providers to ensure seamless event execution
Act as a liaison between the Chief Operating Officer and staff, fostering clear communication and teamwork whilst maintaining confidentiality when required
Assist in managing key projects, tracking deadlines, co-ordinating teams and ensuring deliverables are met

Skills and Knowledge

Experience as a Personal Assistant, Executive Assistant, or similar supporting senior-level professionals
In-depth understanding of administrative processes, project management, and office systems
Proficient in Microsoft Office Suite, project management software, and communication tools
Exceptional written and verbal communication skills
Meticulous in managing schedules, documents, and correspondence
Able to take dictation and edit documents in a live scenario
Able to assist with the preparation / drafting of multiple document formats, particularly within the Microsoft Office Suite, and the ability to edit using the Adobe Creative Suite including photoshop and InDesign would be an advantage
Ability to maintain composure under pressure and adapt to changing priorities
Strong interpersonal skills, including the ability to work effectively with diverse personalities and teams
A proactive approach to problem-solving with sound decision-making abilities
Proven ability to manage complex projects and executive calendars