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Key Accountabilities
- Executive Diary & Calendar Management
- Proactively manage the complex diaries of the MD, CEO and COO, ensuring their time is structured around business priorities. Coordinate meetings, appointments and commitments across multiple calendars, identify conflicts early and resolve competing demands with sound judgement
- Protect executive time while maintaining appropriate accessibility to employees , clients and key stakeholders
- Anticipate scheduling requirements and ensure executives re appropriately prepared for upcoming commitments
- Take end-to-end ownership of domestic and international travel arrangements for the Executive Team
- Coordinate flights, accommodation, car hire, transfers and detailed itineraries, ensuring arrangements are accurate, practical and appropriately cost-conscious
- Manage travel changes, cancellations and disruptions proactively, including those arising at short notice
- Ensure executives have all required travel documentation, confirmations and itinerary information ahead of departure
- Coordinate EXCO and other designated executive meetings, ensuring agendas, meeting packs, venues or virtual links and supporting information are prepared in advance
- Take accurate and professional minutes that clearly record key decisions, actions, accountable persons and agreed deadlines
- Maintain appropriate action trackers and follow up on outstanding actions to support executive accountability and continuity
- Ensure executive records and meeting documentation are appropriately maintained and readily accessible
- Act as a central liaison between the CEO, COO and MD and employees, clients, business partners and other internal and external stakeholders
- Receive and coordinate employee requests for meetings with members of EXCO, applying judgement to urgency, relevance and appropriate executive availability
- Manage communication around meeting requests, changes and follow-up promptly
- Build relationships across the organisation while maintaining appropriate boundaries around executive access
- Provide high-quality administrative support to the Executive Team, including correspondence, reports, presentations and other executive documentation
- Draft, prepare and coordinate communication on behalf of executives where required, ensuring accuracy, professionalism and appropriate tone
- Maintain organized executive records and ensure information can be retrieved efficiently when required
- Take ownership of administrative requirements through to completion rather than relying on repeated executive follow-up
- Handle confidential, commercially sensitive and employee-related information with absolute discretion and integrity
- Exercise sound judgement regarding information access, distribution and communication
- Maintain appropriate confidentiality across executive meetings, correspondence, documentation and stakeholder interactions
- Operate in accordance with the KMRS governance requirements and the standards expected within a regulated financial-services environment
- Anticipate the requirements of the Executive Team and proactively address issues before they become operational disruptions
- Respond calmly and effectively when priorities, meetings or travel arrangements change unexpectedly
- Maintain consistent reliability, availability and follow-through in a role where executive operations are materially dependent on effective support
- Escalate emerging issues early and appropriately rather than allowing an unresolved matter to affect executive effectiveness
- Continuously identify practical opportunities to improve executive coordination, diary management, travel planning, meeting administration and information flow
- Establish efficient and sustainable ways of working that reduce unnecessary complicated administrative practices constructively and implement practical improvements
- Contribute to an Executive Office environment characterized by clarity, accountability, responsiveness, professionalism and follow-through
- The Executive Personal Assistant is trusted to exercise sound judgement in managing access to the CEO, COO and the MD, balancing competing priorities and protecting executive time while remaining responsive to legitimate business needs
- Prioritising and coordinating competing diary, meeting and travel requirements across the Executive Team
- Making appropriate day-to-day scheduling and logistic decisions without unnecessary escalation
- Recognizing matters requiring executive attention and escalating them promptly and appropriately
- Ensuring travel, meetings, documentation and executive commitments are accurately coordinated and followed through to completion
- Managing confidential and sensitive information with discretion and sound judgement
- Following up proactively on agreed actions, commitments and outstanding matters
- Taking ownership of errors, disruptions or changes and driving practical resolution
- Maintaining consistent reliability, accuracy and responsiveness in all executive support activities
- The role does not make executive or business decisions on behalf of EXCO unless specifically authorised, but is expected to exercise sufficient judgement and confidence to enable the Executive Team to operate effectively
- The role operates at the centre of the Executive Team and maintains trusted, professional working relationships across the organisation and with external stakeholders
- Key relationships include CEO, COO, MD, People and Culture, Finance, Departmental Managers, Governance Stakeholders, Clients and Business Partners and service providers
- The Executive Personal Assistant serves as an important coordination point between employees, stakeholders and the Executive Team, managing meeting requests, access, calendars and communication with appropriate discretion and judgement
To apply immediately for this position click here.
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