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Job Description
We are looking for an immediately available Executive Assistant to come on board to support CEO of highly successful property company based in luxury offices in Mayfair. This is a great role supporting in a business and personal capacity but also providing wider support to the team. This is a full-time role with a 4:1 working structure and requires a highly organised candidate with excellent communication skills. Key for this role is a flexible, professional candidate with previous C-Suite experience in a similar role. Please note this role is to start immediately.
Business Support
- Undertake diary management and plan schedules in diaries to optimise the working day of the CEO
- Screen incoming mail, telephone calls, emails and messages and manage responses directly on behalf of the CEO as required
- Arrange executive meetings on behalf of the CEO and ensure appropriate facilities are organised
- Book UK and overseas travel and accommodation for both personal and business
- Prepare and track personal expenses and other ancillary expenditure
- Maintain full confidentiality for both business and personal matters
- Diary co-ordination for the CFO and ad hoc assistance, as required
- Support the work of other Personal Assistants and Receptionist during periods of absence or unexpected high volumes of work activity
- Management of one Personal Assistant and a Receptionist, including recruitment, as required Ad-hoc project work for the CEO, as required
- Work alongside the Finance team to manage holiday records, establish and maintain good working relationships with the in-house IT department, the building management, cleaning company, maintenance company and other associated contractors, and oversee their work
- Oversee the day to day running of the office
Private Support
- Establish and maintain excellent working relationship with household staff
- Management of a fleet of vehicles, alongside the Estate Manager. Ensuring tax, trackers, servicing, MOTs and insurance are up to date and recorded
- Oversee changes to insurance policies and renewal
- Maintain a schedule of school holidays
- Maintain a schedule of staff annual leave
- Ensure utility bills for the residence and other privately owned properties are settled in a timely manor
- Administration for a small cottage rental business, with the assistance of the Estate Manager
- Errand running
Person Specification
- Highly organised and able to work on own initiative with limited supervision
- Discreet and able to handle confidential issues with great sensitivity
- A flexible approach with occasional out of hours duties and responsibilities
- Ability to engage and build effective relationships and manage small teams
- Proven ability to work well under pressure and to tight timescales
- Strong communication and influencing skills
- Demonstrable ability to prioritise and manage conflicting priorities during busy periods
- Able to demonstrate a logical, proactive approach
- Possesses a high degree of attention to detail
Bain and Gray is an equal opportunities employer. We
continually strive to improve our processes around our diversity, equity and
inclusion strategy.
Bain and Gray specialise in PA and administration
recruitment across London. Typical roles
include Receptionists, Team Assistants, Office Managers, PAs and EAs across all
industry sectors. We are a boutique agency and therefore,
are unable to respond individually to the high volume of applications. If you
are already registered with Bain and Gray, please do not hesitate to contact
your consultant directly.
