Executive Assistant

JOB TITLE:   Executive Assistant 
LOCATION: Manchester, Leeds, London

­­­­­­­­­­­­­­­­­ROLE PURPOSE:  Provide high-level administrative, organizational, and strategic support to enable the senior executive to operate effectively and efficiently. The role requires exceptional organisational skills, discretion, and the ability to manage complex priorities in a fast-paced environment. The EA acts as a key liaison between the senior executive, senior leadership, and internal and external stakeholders.

KEY RESPONSIBILITIES:

Executive & Operational Support

• Providing day-to-day comprehensive administrative support to the senior executive, including proactive management of complex calendars, prioritizing demands, scheduling, and coordination of meetings across multiple time zones
• Acting as a key liaison, gatekeeper, managing communications, priorities, requests to ensure effective use of the senior executive’s time, and drafting correspondence with tact and confidentiality.
• Preparing agendas, taking minutes, tracking action items, and supporting project implementation; creating presentations (PPT/Excel), reports, and briefing materials for meetings, board sessions. 
• Providing strategic Support: Conducting research, gathering data, and supporting leadership decision-making.
• Information Management: Establishing and maintaining efficient filing systems (digital/paper) for quick information retrieval

Stakeholder Management

• Acting as a primary point of contact between the senior executive and senior leaders, teams, and external partners, visitors, including help in planning in respect of hospitality and travel.
• Building and maintaining strong working relationships with internal/external stakeholders organization to support smooth communication and collaboration, acting as an ambassador for the executive office.
• Handle sensitive and confidential information with the highest level of professionalism and discretion. 

Planning & Coordination

• Coordinating and arranging complex domestic/international travel, visas, expenses, and itineraries for the senior executive, ensuring cost-effective and well-planned travel.
• Support planning and logistics for leadership meetings, offsites, and operational reviews when and as required.
• Assist with tracking key operational initiatives, deadlines, and deliverables.
• Assisting in organization of meetings and executive events; scheduling and coordinating dates and times, venues, attendance, agendas, and facilities.

Process & Efficiency

• Identify opportunities to improve administrative processes and operational efficiency 
• Maintain full familiarity with the organization’s administrative and board structures, maintain organized systems for documents, correspondence, and records
• Support ad hoc projects and operational initiatives as required

KEY SKILLS AND EXPERIENCE:

Essential:

• Proven experience as an EA/PA at Senior Executive level
• Excellent organizational and time-management skills with the ability to manage competing priorities
• Strong written and verbal communication skills
• High level of discretion and confidentiality
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools
• Ability to work independently, proactively, and under pressure

Desirable

• Experience supporting C-suite executives in a complex or fast-paced organization
• Experience with board-level administration and reporting
• Understanding of operational or commercial environments

Personal Attributes

• Highly organized, detail-oriented, and proactive
• Calm, professional, and confident in dealing with senior stakeholders
• Strong problem-solving skills and sound judgment.  
• Flexible and adaptable with a “can-do” attitude; thriving in fast-paced, dynamic environment