Executive Assistant - Technology
10 days ago
City of London
ROLE OVERVIEW // We are recruiting for a proactive and highly competent Executive Assistant to join our Technology department, based at the firm’s Head Office in London. The role is to work Monday to Friday, 9.30am to 5.30pm (although as with all client-led industries a degree of flexibility is required), supporting the Chief Information Officer and his team. The successful candidate will act as a strategic partner to the CIO, delivering high-level executive support across a range of complex and confidential projects. They will play a pivotal role managing competing priorities and ensuring the CIO’s time and focus are directed towards the most critical business and technology objectives. This role is an excellent opportunity for someone who is sufficiently experienced to influence stakeholders, build strong working relationships, and is keen to provide an exceptional service working within a challenging and demanding environment. KEY RESPONSIBILITIES // The key responsibilities of this role are set out below and there may be others which are not listed. You may be required on occasion to work outside our normal working hours of 9:30am to 5:30pm. • Take ownership of the CIO’s calendar and inbox, prioritising strategically and ensuring time is focused on high-impact activities. Proactively resolve scheduling conflicts and act as gatekeeper for all requests., • Act as a strategic partner to the CIO, proactively anticipating needs, providing insights, and supporting the CIO in decision-making by preparing executive briefs, synthesising complex information, and ensuring the CIO is fully prepared for all meetings and engagements., • Communicate to the wider business on behalf of the CIO, ensuring that you represent the CIO’s views accurately and professionally., • Manage key data and reports for the CIO, ensuring timely access to critical information and preparing clear, actionable summaries to support data-driven decisions., • Organise internal and external meetings including all ancillary arrangements (e.g. book meeting rooms and refreshments, prepare itineraries, provide technical support, and proactively prepare any necessary document pack), and intervene in overrunning meetings., • Arrange business travel via the firm’s Travel Management Company., • Be comfortable navigating and supporting the adoption of new digital tools, platforms, and collaboration technologies relevant to the CIO’s remit., • Organise and support events and hospitality, to include managing invitations and RSVPs, arranging restaurants/venues and any necessary equipment, attending events., • Attend and contribute to team meetings as required, sometimes on behalf of the CIO, and progress action points as appropriate., • Maintain the highest standards of confidentiality and discretion, handling sensitive business, personnel, and technology strategy information with integrity., • Act as a discreet and trusted sounding board and first responder to issues arising from services escalations, ensuring smooth stakeholder engagement., • Draft, create, amend, and format high quality correspondence, documents, agendas, reports, presentations, diagrams and spreadsheets; draft talking points and internal communications., • Build strong relationships with business services teams and maintain effective and efficient use of business support services., • Identify and facilitate knowledge sharing within peer group and wider team, and provide team support to cover absences and during times of increased workflow., • Maintain a comprehensive knowledge of, and ensure compliance with, quality standards and the firm’s policies in general., • Undertake additional ad hoc duties to support the group, as identified by the CIO/Technology Heads, and as necessary., • General administrative support. CANDIDATE PROFILE // Candidates for this position must have: • Advanced knowledge of Microsoft Office Suite (in particular Word, Excel and PowerPoint).This role will demand extensive use of these packages and will also require excellent administrative skills and experience., • Excellent audio skills and typing speeds., • Experience supporting C-level technology leaders in similar environments., • Excellent attention to detail and use of grammar., • Excellent interpersonal and communication skills and the ability to work well within a team/be a strong team-player, and to interact at all levels., • The ability to build strong relationships with internal and external stakeholders., • Commercial and financial acumen and a solution-focused attitude., • Accuracy and pride in their work product., • A collaborative attitude, being supportive of the business and its initiatives, plus a willingness to get to grips with new technology, taking the training opportunities provided by the firm., • The ability to confidently manage and prioritise a varied workflow, and to remain proactive and flexible at all times., • The ability to anticipate and identify potential problems and provide innovative solutions., • Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines., • Experience of working in a diverse team whilst fostering an inclusive team culture., • An adaptable nature and be open to change, with a willingness and confidence to make suggestions for change where appropriate., • A high level of professionalism and integrity; displaying the highest standard of professional ethics. We welcome applications irrespective of race, colour, ethnic or national origin, disability, sex, gender identity, sexual orientation, age, religion, belief or marital status.
