Our client offers an exciting opportunity for an Executive Support Assistant to join their growing Operations team, based in Jersey. This full-time role entails working 37.5 hours per week. The successful candidate will play a vital part in supporting business priorities for Partners and Directors across the Channel Islands. Ideal for an individual poised to commence their career, you will be instrumental in enhancing the personal and technical skills needed for career development while expanding your network within the organisation. This role suits someone with a strong customer service mindset, exceptional organisational skills, and the ability to manage tasks effectively. The ideal candidate will demonstrate a commitment to self-management and possess the drive to keep updated with current and emerging technologies.
Job Duties:
- Manage stakeholder diaries, ensuring they have all necessary documents for meetings and are well prepared.
- Conduct proactive research, organisation, and delegation of travel logistics (including visas, accommodation, and flights).
- Manage stakeholder meetings, including preparation, attendance, minutes production, transcription of recorded meetings, and creation of follow-up actions as required.
- Coordinate specific projects and conduct research as needed, attending meetings to understand requirements and supporting regular interaction with project teams.
- Draft, produce, and proofread internal and external correspondence/documentation, ensuring quality, accuracy and relevance while adhering to branding guidelines.
- Monitor stakeholder mailboxes and engage with stakeholders on matters requiring additional decision-making.
- Understand stakeholder priorities, clients, and teams to optimise time management.
- Ensure compliance with regulatory requirements and data management policies.
- Upwardly manage stakeholders, ensuring compliance with firm policies and meeting deadlines.
- Delegate transactional work appropriately for effective workload management.
- Provide support on the Client Relationship Management system and ensure timely completion of timesheets.
- Manage event logistics for internal/external meetings, liaising with suppliers and arranging necessary amenities.
- Assist with general office queries and ensure the security of documentation and signatures.
- Identify opportunities for efficiencies within the team and engage in firm technological advances.
- Support stakeholders with social media management and provide additional support to relevant stakeholders during busy periods.
- Resolve or escalate miscellaneous enquiries as appropriate.
Job Requirements:
- Must hold ‘entitled’ or ‘entitled to work’ status.
- Proficiency in desktop applications, particularly Microsoft Suite (Mail, Sheets, Docs, and Slides) is desirable; a willingness to learn is essential.
- An enthusiastic and positive attitude with eagerness to learn and drive self-development.
- Strong organisational skills and high levels of self-motivation.
- Ability to multitask and work efficiently under pressure while assisting multiple stakeholders.
- Excellent communication skills and effective time management abilities.
- Professional behaviours that demonstrate discretion and an understanding of confidentiality.
- Strong interpersonal skills to build and maintain trusted relationships with colleagues and clients.
- Curiosity towards existing and emerging technologies to support new ways of working.
- Accuracy and attention to detail is vital.
What You’ll Love:
Our client fosters an inclusive culture where diverse backgrounds and experiences are valued, ensuring that all employees can be themselves and contribute their unique strengths. This role not only provides the chance for personal and professional growth but also allows you to make a meaningful impact within the team and organisation. With opportunities for interacting with various stakeholders and participating in firm-wide initiatives, you will find a supportive environment committed to your development. Join a dynamic team dedicated to turning challenges into opportunities, and be part of a firm that champions inclusivity and innovation.
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