Executive Assistant - 12 Month FTC at Law Debenture · City of…

Essential Purpose of the Role

The Executive Assistant provides high-quality, proactive administrative and operational support to the Executive Leadership Team (CEO, CFO, CTO and COO), enabling them to focus on leading the business and driving sustainable growth. Operating at Job Family D level, the individual is expected to exercise sound judgement, manage competing priorities with confidence, and build trusted working relationships across the organisation.

Key Responsibilities

Executive & Diary Management

• Provide proactive and highly organised diary management for three members of the Executive Team and the CEO, anticipating scheduling conflicts and resolving them with minimal disruption.
• Manage end-to-end travel logistics including accommodation, transportation and itineraries, ensuring cost-effectiveness and compliance with company policy.
• Prepare briefing materials, agendas and supporting documentation ahead of meetings, and ensure timely follow-up on actions and commitments.

Board & Governance Support

• Coordinate the preparation and distribution of Board papers and committee packs, liaising with relevant stakeholders to ensure accuracy, quality and timely submission.
• Maintain and update management information, reports and dashboards as required, ensuring data integrity throughout.
• Support governance processes by managing document workflows, version control and filing in line with best practice.

Events & Communications

• Plan, coordinate and support all-staff briefings, Townhalls and internal events, managing logistics, communications and post-event follow-up.
• Coordinate and manage internal and external events, working with third-party suppliers and internal teams as appropriate.
• Draft and review correspondence, presentations and communications on behalf of the Executive Team, ensuring a professional and consistent tone.

Projects & Process Improvement

• Drive and support ad hoc projects and change initiatives at the direction of the Executive Team, managing timelines and stakeholder engagement effectively.
• Proactively identify opportunities to improve processes and ways of working within the EA function and broader operational support.
• Act as a trusted point of contact for internal and external stakeholders, exercising discretion and confidentiality at all times.

General

• Carry out such other tasks as reasonably directed by the Executive Team from time to time.
• Actively contribute to a positive and inclusive team culture, supporting colleagues and embracing change with a solutions-focused mindset.

Person Specification

Essential

• Demonstrable experience as an Executive Assistant supporting senior leadership in a professional services or corporate environment.
• Excellent organisational skills with strong attention to detail and the ability to prioritise effectively under pressure.
• High proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and other relevant business tools.
• Proven ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Strong written and verbal communication skills, with a professional and polished manner.
• Experience of coordinating Board or committee papers, or equivalent governance documentation.
• Proactive, self-motivated and solutions-focused with a track record of driving process improvements.

Desirable

• Experience working within a regulated or financial services environment.
• Familiarity with event management and all-staff communications.
• Experience managing budgets or travel procurement.