Job Description

Stonehage Fleming is one of the world's leading independently owned family offices and the largest in Europe, Middle East and Africa (EMEA) as measured by its breadth of services, geographic reach and by assets under management, advice and administration.

ROLE OVERVIEW

As an Executive Assistant, you will provide high-level administrative support to Head of Business Development and Head of Compliance & Risk UK, ensuring efficient management of both daily operations and strategic initiatives. The ideal candidate is proactive, resourceful, and able to coordinate multiple priorities in a fast-paced environment while always maintaining discretion.

KEY RESPONSIBILITIES

Assist with client functions, including sending invitations on behalf of Partners, arranging catering, and preparing boardrooms for meetings and events.

Manage prospect client PA relationships and coordinate their diaries for seamless scheduling and communication.

Serve as a client-facing liaison, handling requests and issues that may arise with professionalism and tact.

Coordinate and schedule meetings or video conferences proactively ensuring all logistics are in place for forward planning.

Support with the management and timely submission of corporate expenses, including helping to reconcile outstanding claims.

Work proactively with leadership on diary management, anticipating needs and adjusting priorities as required.

Arrange travel bookings for both UK and international itineraries, handling all logistics and documentation as needed.

Provide flexible support for formatting documents in Word and PowerPoint when required.

Assist with submitting weekly timesheets and other basic administrative tasks to ensure compliance and accurate record-keeping

Co-ordinate documentation signing and maintain records

Format and publish final policies in accordance with Group templates and upload them to the HUB.

Minute taking for Committee meetings and following action points arising to completion.

QUALIFICATIONS AND EXPERIENCE

Work experience as an Executive Assistant, Personal Assistant or similar role

Excellent MS Office knowledge

Outstanding organizational and time management skills

Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

Excellent verbal and written communications skills

Discretion and confidentiality

Understanding of the finance industry

Previous experience in the Professional Services environment in a similar role advantageous
Secretarial diploma or occupational certificate advantageous

COMPETENCIES AND BEHAVIOURS

Excellent at building, maintaining and managing strong relationships across the business

Confident engaging with stakeholders at all levels

Able to make decisions, take ownership and accept accountability

Working in a fast-paced environment, with the ability to make changes in the moment to deliver

Resourcefulness and an ability to solve problems

Excellent organising and planning skills

Action orientated - can identify and work to clear priorities, manage time and resources effectively

Pro-active and have a great attention to detail

Strong organisational skills, with an ability to manage your own workflow and that of a team

Working in collaboration and inspiring a team to deliver exceptional customer experience

Demonstrates drive and enthusiasm for personal development

Job Type: Full-time

Benefits:

Canteen Company events Company pension Gym membership Private medical insurance
Work Location: In person