Senior Executive Assistant at CLS Group in London, England, United Kingdom

Responsibilities

• The Executive Assistant will support the Chief Services Officer as well as senior managers across the Operations division. The candidate must be highly energetic, have poise, polished with superior communication skills, a positive proactive attitude and be an excellent multitasker with a strong attention to detail. The role requires good judgment in the receipt, processing, and response to important internal and external inquiries, requests, and correspondence, often of a time sensitive, critical, and confidential nature.
• Diary Management – proactively manage multiple calendars, heavy scheduling of meetings and calls (internal/external), often across several time zones. Understand dependencies between meetings, advise executives on time commitments, obligations and diary conflicts, and keep executive on task in terms of time commitments
• Ensure that managers are prepared for meetings with all required materials, and documents are distributed ahead of meetings and calls to all participants
• Travel logistics and coordination - organize frequent travel (domestic and international) including airfare, hotels, ground transportation and car services. Connect with relevant travel agencies and compile materials for travel-related meetings. Handle processing of visas when necessary.
• Expenses – accurate processing and timely submission of expenses using Concur
• Provide phone coverage
• Organize and maintain electronic and manual file systems, correctly file correspondence and other records; Copy or scan correspondence or other printed materials
• Provide back-up support for other EAs as needed, including calendar management, travel booking and material preparation
• Perform other additional duties as assigned
• Flexibility for overtime as needed

Requirements

• Solid Executive Assistant experience supporting several Executives and/or large teams
• Prior experience working in IB/Finance preferred
• Proactive and able to adapt and work in a fast-paced and transformational environment
• Service oriented - provide consistently helpful service to team and external parties, effective in managing expectations and workload priorities
• Time management - able to plan work efficiently to ensure own deadlines are fully achieved, communicates project and BAU milestones with team and/or manager
• Delivery focused - start all projects and BAU with the end result in mind, demonstrate a clear understanding of annual objectives and how they will be achieved/measured
• Excellent organization skills and attention to detail
• Demonstrate sound judgement handling competing priorities, time-sensitive projects and potential conflicts
• Excellent writing and superior communication skills
• Advanced knowledge of Microsoft Office systems (Outlook, Word, Excel and PowerPoint)
• SharePoint knowledge a plus
• Ability to carry out continuing and complex assignments that require the organization of materials, the handling of routine administrative details, and the preparation of reports
• Ability to properly handle confidential and sensitive information
• Able to provide flexible support during key times of the year
• Proficiency in phone and video conference systems

Skills

Required

• Diary management
• Travel coordination
• Expense processing (Concur)
• Phone coverage
• File organization
• Back-up support
• Phone and video conference systems
• Confidentiality
• Time management
• Organization
• Attention to detail
• Communication

Preferred

• SharePoint
• IB/Finance experience

Benefits

• At CLS, we celebrate inclusion and consider this to be one of our strongest assets. We are committed to fostering an environment in which everyone feels comfortable to be who they are, and inclusion is valued. All employees have access to our inclusive benefits, including:
• Holiday - UK/Asia: 25 holiday days and 3 ‘life days’ (in addition to bank holidays). US: 23 holiday days.
• 2 paid volunteer days so that you can actively support causes within your community that are important to you.
• Generous parental leave policies to ensure you can enjoy valuable time with your family.
• Parental transition coaching programmes and support services.
• Wellbeing and mental health support resources to ensure you are looking after yourself, and able to support others.
• Employee Networks (including our Women’s Forum, Black Employee Network and Pride Network) in support of our organisational commitment to embrace and always be learning more about inclusivity.
• Hybrid working to promote a healthy work/life balance, enabling employees to work collaboratively in the office when needed and work from home when they don’t.
• Active support of flexible working for all employees where possible.
• Monthly ‘Heads Down Days’ with no meetings across the whole company.
• Generous non-contributory pension provision for UK/Asia employees, and 401K match from CLS for US employees.
• Private medical insurance and dental coverage.
• Social events that give you opportunities to meet new people and broaden your network across the organisation.
• Annual flu vaccinations.
• Discounts and savings and cashback across a wide range of categories including health and retail for UK employees.
• Discounted Gym membership – Complete Body Gym Discount/Sweat equity program for US employees.
• All employees have access to Discover – our comprehensive learning platform with 1000+ courses from LinkedIn Learning.
• Access to frequent development sessions on a number of topics to help you be successful and develop your career at CLS.