Executive Assistant

A Tier 1 Family Office are looking for a Client Facing Executive Assistant to join their growing global team.

About Us

Westgrove was founded in 2012, by Partners with a Hedge Fund and Corporate Finance background. Our mission is to provide best-in-class Asset Management and Investment Banking services globally, to a select number of families and their corporates.

Job Description

This is an exceptional opportunity for a high calibre professional who thrives within a fast-paced working environment, to work alongside senior management and to develop a successful career at Westgrove.

This wide-ranging role is ideal for a resilient self-starter with a strong work ethic, who enjoys a fluid working environment where no two days are the same.

We are looking for a confident, proactive and collaborative candidate with a flexible approach and strong interpersonal skills. Experience juggling and prioritising a varied workload in a fast-paced environment alongside strong time management skills and remaining on the ball is key. The candidate will work closely with the Firm’s other EAs.

Job Responsibilities

• Diary Management – day-to-day diary management, meeting scheduling/coordination and external meeting reservations for the Directors, often catering to overseas time zones and unexpected changes.
• Meeting Management/Support – greeting external guests where required, preparing meeting rooms, compiling all required materials, organising food and beverages, technical setup, and subsequently clearing down of meeting rooms.
• Secretarial Support – booking and arranging meeting rooms, coordinating meeting attendance, committee meeting support, proof-reading, preparing and formatting business documents. Expense reporting & management.
• Travel Arrangements – management of extensive travel, often with last minute changes alongside cost management, compiling all required documentation and producing detailed itineraries.
• Client Administration – all aspects of client administrative support, including post, travel and gifting requests, as well as varied ad-hoc project work. Maintenance of the CRM system.
• Office Management – working alongside the building’s Facilities team to ensure the office is well maintained. Assisting with general office management: monthly stock take, ordering supplies, post management and liaising with all office vendors. To be the main point of contact on a day-to-day basis for all administrative/office queries. To take ownership of managing the shared administrative mailbox.
• Event Management & Corporate Gifting – collaborating with the Firm’s other EAs in coordinating internal & external events (team socials, offsites, networking and corporate events). Providing extensive support on both ad-hoc, and annual, corporate gifting cycles.
• All other ad-hoc administrative/operational duties, ranging from investment support to general errands.

Skills and Requirements

• Degree, or college diploma, holder;
• 2-6 years maximum professional experience (excluding internships etc); financial services industry preferred but not a must;
• Proficient in Microsoft Office, in particular Microsoft Outlook.

• Extremely resourceful, resilient and adaptable;
• Proven ability of providing seamless support under pressure. Calm, upbeat and unflappable;
• Ability to demonstrate initiative, and to work with a high degree of autonomy and independence;
• Proactivity: can multi-task, plan, prioritise and organise. Able to juggle a varied workload, meet deadlines, and plan ahead;
• Superb English, proof-reading skills, exceptional attention to detail whilst always maintaining the highest standards;
• Confidence in working across time zones;
• High degree of emotional intelligence alongside exceptional communication skills, both written and verbal;
• Desire to work in a collegiate and dynamic team, to be a true team player.
• The ability to follow instructions carefully and provide clear, confident communication both internally and externally.

Benefits

• Hours are from 08:00 AM (Mon-Fri)
• Role will be onsite 5 days p.w. in London
• Competitive salary and bonus
• 25 days annual leave
• Private medical & dental insurance
• Pension