Executive Assistant - Reed : Job Details

Job Title: Executive Assistant (Fixed-Term Contract)

Reporting to: Senior Executive Assistant and Governance OfficerLocation: Hybrid – 3 days in Uxbridge office, 2 days remote

Purpose of the Role

The role supports the Senior Executive Assistant and Governance Officer in managing diaries, travel, meetings, and governance-related activities, ensuring the smooth running of executive functions and cross-functional projects. Providing high-level administrative and operational support to the Group Chief Executive Officer, Chief Financial Officer, Chief Operating Officer, and the company Charity.

Key Responsibilities

• Manage diaries, travel arrangements, and administrative tasks for the Group CEO, CFO, and COO.
• Act as gatekeeper for CFO and COO calendars, handling correspondence and meeting requests.
• Prepare, collate, and format reports and presentations.
• Provide support to company charity and associated activities.
• Maintain records for the General Management Team (GMT), including membership, meeting schedules, agendas, minutes, and action logs.
• Provide secretariat support for the Charity Board, including minute-taking and meeting coordination.
• Manage on-site office rosters for the Senior Executive Team (SET) and GMT.
• Serve as the main point of contact for Charity Trustees.
• Handle general charity administration, including email distribution and grant documentation.
• Support charity marketing and communications initiatives.
• Hold and manage a company credit card for operational expenses, ensuring policy compliance.
• Assist with invoice tracking and expense reconciliation as delegated.
• Provide project support for CFO, COO, and cross-functional initiatives.
• Work closely with the Senior Executive Assistant and Governance Officer to enhance executive support operations.
• Provide cover for the Senior Executive Assistant and other administrative roles as required.
• Actively engage in training and development activities as directed by the Senior Executive Assistant and Governance Officer.

Working Hours

• Standard hours: 36 per week.
• Flexibility required for occasional out-of-hours work to meet business needs.
• Occasional overnight stays may be necessary for events or meetings where same-day travel is impractical.

Person Specification

• Proven experience supporting senior executives in a fast-paced environment.
• Strong diary management, travel coordination, and meeting logistics skills.
• Proficient in document management using Microsoft SharePoint.
• Experience in board/committee secretariat duties, including agenda preparation and minute-taking.
• Familiarity with financial processes such as expense reconciliation and invoice tracking.
• Experience in project support and cross-functional collaboration.
• Excellent organisational and time management skills.
• Strong communication and relationship-building abilities.
• High attention to detail and accuracy.
• Proficient in MS Office and digital collaboration tools.
• Able to work independently and collaboratively, demonstrating initiative and adaptability.