Do you want to work on complex and pressing challenges—the kind that bring together curious, ambitious, and determined leaders who strive to become better every day? If this sounds like you, you’ve come to the right place.

YOUR IMPACT

We are looking for a Dedicated Cover Executive Assistant to join our London based team. The role of the Dedicated Cover Executive Assistant (DC) is to provide seamless desk cover for Executive Assistants (EAs), who primarily support Partners within this large professional services organization, during the times when EAs are out of the office for holiday, illness, events, etc.
Our Fixed Desk and Dedicated Cover EAs report day-to-day operational issues to an EA Team Leader, who is also a sounding board and confidant. All EAs are managed by the EA Manager. The DC role will be part of the Dedicated Cover EA Community, as well as an integral part of the wider EA group.
This is an exciting role within the EA team, offering a wide range of variety and opportunities to build your network whilst gaining knowledge of the firm. Some EAs providing ‘Dedicated Cover’ will remain in this role long term whereas others will move to a fixed desk role (often working with Partners where they provided cover) as the DC team is used as our internal recruiting pool.

Primary responsibilities:

• Complex diary management across multiple time zones at a senior level
• Planning and management of complex travel arrangements and itineraries, for very busy diaries, with an awareness of Partners’ priorities
• Prioritizing and navigating a busy inbox, responding in a timely manner
• Producing and proof-reading high-quality correspondence, documents, packs and presentations, when required
• Screening and dealing with calls and correspondence proactively, responsibly and professionally with an awareness of Partners’ priorities
• Developing strong relationships quickly with Partners, EA colleagues and other firm members
• Liaising with clients, teams and other contacts effectively and efficiently
• Working with EAs in a collaborative ‘cluster’ team environment
• Providing detailed and clear handover notes, to ensure Partner cover/support remains seamless at all times
• Monitoring Partners’ emails and responding as appropriate
• Ad hoc project work, client events, internal conferences, depending on Partners’ needs
• Additional administrative responsibilities, which may include filing, maintaining records, expenses, timesheets and contact databases
• Pushing self-development by identifying and pursuing self-defined development goals, attending relevant training and addressing any identified development areas

YOUR QUALIFICATIONS AND SKILLS

• Several years’ experience working at a senior level in a professional, dynamic environment
• Bachelor’s degree and/or secretarial qualification preferred
• Strong working knowledge of Microsoft Office
• Proven organizational skills, with extensive experience of working with complex diaries at a senior level
• Ability to handle multiple deadlines with excellent time management and a real instinct for prioritization
• Capacity to switch between detailed work and the bigger picture in order to anticipate Partners’ needs
• Initiative, showing a proactive, solutions-orientated approach; logical problem-solving without instruction, thinking out of the box with an ownership mindset
• Ability to develop relationships quickly, with people at all levels, from a variety of backgrounds
• Positive attitude with a willingness to provide the highest levels of internal and external client service
• Trustworthiness, discretion and personal integrity, maintaining confidentiality at all times
• Strong team spirit with a positive influence on others, demonstrating the ability to work seamlessly with other EAs and consultants in a supportive and collaborative team environment
• Emotional maturity, with an ability to empathize with both Partners and EA colleagues
• Ability to identify and resolve issues before conflict arises
• Exceptional flexibility, tolerance of ambiguity, and adaptability to constantly changing environments, shifting priorities and differing personalities
• Highly effective communication skills, with the ability to tailor one’s style to suit audience. Ability to frame and articulate ideas well, and listen actively
• Ability to give and receive constructive feedback
• Level-headedness and resilience: the ability to handle a high workload, working accurately and effectively under pressure, whilst remaining calm and composed
• Eagerness to learn, collaborate and share knowledge and expertise across teams and regions

• Complex diary management across multiple time zones at a senior level
• Planning and management of complex travel arrangements and itineraries, for very busy diaries, with an awareness of Partners’ priorities
• Prioritizing and navigating a busy inbox, responding in a timely manner
• Producing and proof-reading high-quality correspondence, documents, packs and presentations, when required
• Screening and dealing with calls and correspondence proactively, responsibly and professionally with an awareness of Partners’ priorities
• Developing strong relationships quickly with Partners, EA colleagues and other firm members
• Liaising with clients, teams and other contacts effectively and efficiently
• Working with EAs in a collaborative ‘cluster’ team environment
• Providing detailed and clear handover notes, to ensure Partner cover/support remains seamless at all times
• Monitoring Partners’ emails and responding as appropriate
• Ad hoc project work, client events, internal conferences, depending on Partners’ needs
• Additional administrative responsibilities, which may include filing, maintaining records, expenses, timesheets and contact databases
• Pushing self-development by identifying and pursuing self-defined development goals, attending relevant training and addressing any identified development area