Our client offers an exciting opportunity to join a growing team of Executive Support Assistants within the Operations team in Jersey. The role involves providing support to Partners and Directors across the Channel Islands, enabling them to meet their business priorities effectively. This full-time position is designed for individuals eager to start their career in a dynamic environment where they can develop personally and professionally while contributing to the executive support function. In this role, you will play a vital part in managing stakeholder diaries, coordinating travel logistics, and organising meetings. It is essential to exhibit strong self-management, prioritisation, and organisational skills to handle various tasks efficiently. You will also interact closely with stakeholders to understand their needs and enhance time management while ensuring adherence to relevant internal policies.
JOB DUTIES:
- You will manage stakeholder diaries, ensuring they have all necessary documents for meetings and are well prepared.
- You will conduct proactive research, organisation, and delegation of travel logistics, including visas, accommodation, and flights.
- You will manage stakeholder meetings, including preparation and attendance, producing minutes, transcribing recordings, and creating follow-up actions as required.
- You will coordinate projects by carrying out specific research and attending meetings to understand requirements, supporting actions, and interacting regularly with project teams.
- You will draft, produce, and proofread correspondence and documentation, ensuring compliance with brand guidelines and consulting relevant stakeholders for accuracy.
- You will draft, review, and monitor stakeholder mailboxes, engaging with stakeholders where additional decision-making is required.
- You will apply an understanding of regulatory requirements and data management, ensuring compliance with the firm’s policies.
- You will manage stakeholders to ensure compliance with the firm’s policies and meet relevant deadlines.
- You will delegate transactional work appropriately to manage workloads effectively.
- You will provide support on the firm's Client Relationship Management system, including dashboards and creating opportunities.
- You will ensure timely and accurate completion of timesheets adhering to the firm's policies.
- You will engage in event management, organising internal and external meetings and events while liaising with suppliers.
- You will assist with general office queries, including printing, photocopying, binding, scanning, and laminating.
- You will ensure the security of documentation and signatures by overseeing the signing of documents and securing electronic signatures post-approval.
- You will identify opportunities for efficiencies within the Executive Support team and support stakeholders.
- You will stay updated with technological advances across the firm, supporting business initiatives as necessary.
- You will provide Line of Service support when required and assist with travel bookings for new joiners.
- You may support stakeholders with social media management and assist with the preparation of expenses and invoice claims.
- You will engage in firmwide initiatives and provide ad-hoc cover for Workplace Operations as needed.
- You will take ownership of inquiries and problems, resolving or escalating issues appropriately.
JOB REQUIREMENTS:
- You must hold ‘entitled’ or ‘entitled to work’ status, as a work permit cannot be provided.
- Experience with desktop applications, particularly Microsoft Suite, is desirable, and a willingness to learn is essential.
- You should demonstrate a positive attitude, eagerness to learn, and the drive for continual self-development.
- You must possess strong organisational and self-motivation skills.
- You need prioritisation skills and the ability to multitask under pressure while supporting stakeholders effectively.
- Excellent communication and time management skills are essential.
- You should be able to make proactive decisions where appropriate and work flexibly.
- You must exhibit professional behaviours, ensuring confidentiality and discretion.
- Strong interpersonal skills and the ability to collaborate effectively with colleagues are required.
- You should maintain a curious mindset towards existing and emerging technologies.
- You need the ability to model inclusivity and demonstrate understanding of cultural differences.
- Flexibility and agility in supporting business objectives are essential.
- Accuracy and attention to detail are crucial in all tasks.
- Experience with minute-taking and basic data manipulation skills would be advantageous.
WHAT YOU’LL LOVE:
You will enjoy an engaging working environment that supports continual learning and personal development. The role offers the opportunity to expand your network across the organisation while being part of a collaborative team. You will benefit from diverse responsibilities that enhance your skillset and provide exposure to various facets of the business.
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