Executive Assistant to London Senior Leadership Team

Job Title: Executive Assistant to London Senior Leadership Team

Location: White Cube, Bermondsey

Reporting to: Chief of Staff

Working hours: Monday to Friday 10:00am to 6:00pm (additional hours as required)

Key Responsibilities

• Manage the CFO and COO’s diaries, proactively resolving scheduling conflicts.
• Prioritise demands on their time and ensure they are prepared for meetings, travel, and key events.
• Manage the CFO’s inbox by prioritising and responding to internal and external emails and composing correspondence as needed.
• Coordinate all travel arrangements for the CFO and COO, including flights, transfers, car bookings, visas, scheduling, and detailed itineraries to ensure seamless travel logistics.
• Schedule appraisal meetings between the CFO, COO, Commercial Director, CoS and their direct reports.
• Organise and maintain regular catch ups with direct reports.
• Arrange budget preparation meetings for all Departments.
• Finance: preparation of all expense reports and review all direct line reports expenses, flagging anomalies and providing summaries ready for COO approval. Additionally, processing and tracking all invoices, PO’s and other approvals, querying where appropriate.
• Provide exemplary support to the COO on all confidential matters including preparation of all materials.
• Lead and manage all OpCo administration and organisation including the agenda, minutes and liaison with internal teams for the monthly meetings.
• Coordinate and track annual leave for all CFO and COO direct reports via HiBob.
• Coordinate internal meetings for the Commercial Director, including GSM and GSC, and support with expenses and travel as required.
• Support senior regional leadership team members when they are in London.
• Assist with preparation of senior leadership team offsite meetings with logistics preparation and administrative support, minute taking and follow ups.
• Support other senior leaders with ad hoc EA support.
• Support CoS with expenses, where required.
• Support CEO’s EA with EA network management and shared resources to maximise efficiencies.

Skills required

• Excellent written and verbal communication skills, supported by strong emotional intelligence.
• High level of discretion and a deep understanding of confidentiality in an executive context.
• Ability to prioritise effectively in a creative environment.
• Strong business administration capabilities, including proficiency in Excel, PowerPoint, and presenting information clearly and concisely.
• Ability to liaise, build and maintain relationships with key internal and external stakeholders (including EAs and key contacts)
• Utilise AI to streamline organisation where appropriate.

We are currently unable to offer sponsorship, nor guarantee future sponsorship opportunities for this role.

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