Job Description

Job Title:

Executive Assistant

Location:

London SW1Y 5HX

Contract Type:

Temporary - 6 months

Annual Gross Salary:

43,658

Reports To:

Senior Director

Job Purpose:

The Executive Assistant will provide high-level operational and administrative support to the Senior Director. This includes managing the daily activities of the office, preparing documentation, coordinating travel, arranging meetings and events, and supporting project-related work. The role requires a proactive individual with strong organizational and communication skills, able to handle sensitive information with discretion.

Key Responsibilities:

Support for Senior Director:

Manage the Senior Director's diary, scheduling meetings, events, and virtual sessions. Prepare meeting briefs, coordinate logistics, and ensure timely follow-ups on actions. Draft and finalize internal and external correspondence on behalf of the Senior Director. Coordinate travel arrangements, including booking flights, visas, accommodation, and transportation, as well as preparing travel expense claims and reports.

Office Management:

Provide administrative and logistical support for internal and external meetings and conferences. Manage office budgets, expenses, and financial approvals. Maintain records, databases, and key contacts for the Senior Director's office. Ensure all documentation, records, and approvals follow organizational policies.

Compliance and Risk Management:

Act as a point of contact for procurement and travel processes, ensuring adherence to policies. Coordinate and update the division's risk register as part of the project management cycle.

Project and Programme Support:

Conduct research and gather information for briefings and reports. Support project initiation, budget preparation, and monitoring and evaluation (M&E) tasks. Assist with ad-hoc initiatives and ensure the Senior Director is updated on progress.

Person Specification:

A degree in a relevant field (Master's preferred). At least 5 years of experience supporting senior management or executive-level staff. Strong organizational and time management skills, with the ability to prioritize tasks. Excellent written and oral communication skills, with diplomacy and discretion. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and digital tools. Ability to work in a fast-paced, multicultural environment.

Step Ahead is acting as an Employment Agency Step Ahead is committed to preventing discrimination in its recruitment practices by stimulating genuine equality of opportunity. This means that everyone is treated solely on the basis of competence and merit, regardless of age, gender, marital status, sexuality, ethnicity, racial, religious or disability considerations, and we welcome applications.