Additional Information
Job Description:
The Executive Assistant (EA) will provide high-level support to the SVP Risk Sales & Marketing, the SVP Risk & Compliance , and the SVP & GM of Geopolitical Risk . Although reporting to the lead EA, you will take the lead in providing excellent, pro active, fast paced, support for the three SVPs. This is a high-volume role for an experienced assistant who always anticipates the next step and excels in a fast-paced, informal, open plan environment.
Core Responsibilities
Diary & Meeting Management
Act as an enabler for each of the SVPs by anticipating needs before they are articulated and ensuring the leadership team operates at peak efficiency.
Constantly monitor each of their diaries to ensure there are no conflicts during the day, week and beyond.
Proactive Time Management: take ownership of complex, multi-timezone diaries, pro actively building in essential, buffer zones for travel, reading and thinking time
Anticipatory Action: Review upcoming meetings and automatically schedule necessary pre-meetings, preparing presentations and internal briefings to ensure the SVPs are prepared and adhere to deadlines
Email: Monitor and "pull" actionable items from each SVPs inbox/sentbox, leave responses in draft to highlight emails that require a response
Execution: action all requests - especially diary availability for senior stakeholders - immediately to ensure no bottleneck, ensure their diaries are peppered with "to do" reminders in order to hit deadlines
Ensure meeting rooms are allocated to invites
Communication
Work with the SVPs direct reports, internal teams and external contacts.
Be confident to know how to phrase sensitive communications and how to draft emails in a friendly, informal but professional tone
Weekly individual meetings with each SVPs to cover their schedule, workload, reminders, travel now and in the future
Weekly individual meeting with the lead EA to ensure deadlines are met, cover what's coming up
Use Google Chat for "just-in-time" reminders and real-time priority shifts for example, your next meeting room has changed.
Provide a weekly round up to each SVP confirming travel, logistical arrangements, and diary update not covered in weekly diarised chats
Travel & Expense Management
Itinerary Planning: end-to-end management of travel, including visas, flights, trains, cars and accommodation. Anticipate potential disruptions (airport delays, transit times) and be available to handle any travel issues
Manage expense processing via Concur with meticulous accuracy, ensure spend aligns with company policy and ensure expenses are submitted timely
Be mindful of company policy and ensure hotel and flight expenditures are in line
General Business Support
Provide cover for the Lead EA, ensuring the EVP's office remains fully supported during absences.
Assist with yearly off site Sales internal events
Keep accurate and up to date org charts and distribution lists for each SVP
Discretion to sensitive and confidential company and personal information that others may not be privy to.
You Will
Thrive on speed, responding to requests instantly
Brings solutions, not just questions.
Comfortable in a fast-moving, less-corporate atmosphere, but maintain 100% discretion and a "C-Suite" standard of output.
Available to handle emergency travel or schedule changes outside of standard hours when the business requires it.
Experience & Skills
Proven Track Record: 5+ years of experience supporting high-level executives (SVP/C-Suite) in a global, fast-paced environment.
Thrive in an open plan office environment, relaxed but busy
Ideally have Google Workspace (Gmail, Drive, Calendar, Slides) and Concur
Ability to manage multiple high-profile diaries across several international timezones simultaneously and multiple meeting requests
Location: Based at the London Bridge office (minimum 3 days/week) in coordination with the Lead EA.
Dowjones · London-1 London Bridge St