Executive Assistant

Role overview

An investment banking client in London is seeking an Executive Assistant for a 6-month contract, with the possibility of extension. This is a floating support position, so you will work across multiple executives within the bank. The role sits inside IR35 and requires someone who can keep pace in a fast-moving financial services environment.

Core responsibilities

• Manage diaries for assigned Executive Managers, keeping schedules organised, forward-planned, and running smoothly.
• Monitor changes to calendars and ensure executives are notified promptly about updates or conflicts.
• Use your judgment to improve diary planning ahead of time and help avoid delays or scheduling issues.
• Challenge meeting arrangements where needed and suggest practical alternatives proactively.
• Work closely with other internal and external executive assistants to track availability and provide uninterrupted cover.
• Coordinate weekly management meetings by collecting slides, preparing agendas in PowerPoint or PDF format, and sharing materials by email or SharePoint.
• Handle incoming phone calls and emails by screening them and prioritising what needs attention first.
• Arrange internal and external conference calls, along with meeting room bookings, in line with internal systems and requirements.
• Book business travel, including transport, itineraries, and visa arrangements, while following bank policies and procedures.
• Support the organisation of internal town halls, off-site and on-site seminars, and other executive gatherings.
• Make sure expenses are submitted and processed in line with Group and Global Markets policies.
• Stay ahead of executive needs and address them before they become issues.
• Build and sustain professional working relationships across teams and stakeholders.
• Demonstrate strong organisation, multitasking, and responsiveness in day-to-day support.
• Provide effective support while working from home and remain available when needed.
• Handle general services tasks such as photocopying, filing, archiving, scanning, ordering magazines and stationery, processing invoices, arranging couriers, preparing business cards, managing distribution lists, and approving requests on behalf of executives where permitted by policy.
• Take on additional ad hoc work assigned by Executive Managers.

Additional support duties

• Cover other assistants during lunch breaks and manage telephone lines when required, including taking and passing on messages.
• Provide holiday and sickness cover for colleagues to ensure continuity of support.
• Collaborate closely with other assistants to deliver a consistent service across teams and globally.
• Take part actively as a team member, including attending team meetings.
• Create and maintain distribution lists.
• Arrange suitable cover for your own absence so business operations continue without disruption.

Knowledge, skills and experience

• Prior Executive Assistant experience in financial services.
• Awareness of compliance and regulatory expectations.
• Confident use of standard office tools such as Microsoft Office and email.
• Strong written and spoken English.
• High accuracy, careful attention to detail, and the ability to spot mistakes quickly.
• Common-sense prioritisation when managing a busy workload.
• Ability to develop and maintain effective working relationships.
• Excellent communication and interpersonal skills.
• Strong planning, organisation, and time management ability.
• Capability to handle multiple tasks simultaneously.

Contract details

This assignment is for 6 months and falls inside IR35. The position is onsite in the London Area, United Kingdom, and may be extended beyond the initial term.