Executive Assistant

Dubizzle Limited; Greater London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A leading global events company is looking for a Personal Assistant to support senior executives in their London office. This hybrid role involves managing diaries, organizing travel, and handling administrative tasks. Candidates should have prior PA experience, excellent organizational skills, and proficiency in Microsoft Office. The position offers flexible working arrangements and a range of employee benefits, including generous holiday allowance, pension scheme, and private medical insurance.

Benefits

25 days holiday plus bank holidays

End of year wellbeing shutdown

Celebration day off

Summer Hours in August

Helping Our World (HOW) Days

Pension Scheme

Private Medical Insurance

Health Cash Plan

Free on-site gym and shower facilities

Free eyesight tests

Free flu vaccination

Qualifications

• Previous solid PA experience within a scaled business.
• Understanding of key functions of central departments.
• Experience in a fast-paced, dynamic environment.

Responsibilities

• Manage diaries for four executives, understanding their preferences.
• Book travel and arrange visa documentation as needed.
• Administer travel expenses and reconcile credit cards.
• Prepare materials for meetings and greet external clients.
• Cover and assist team members during busy times.
• Assist with ad-hoc projects and tasks.

Skills

Excellent organisational skills

Attention to detail

Excellent written and spoken communication skills

Proficient user of Microsoft Word, Excel and PowerPoint

Ability to work autonomously

Confident and discrete

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

At Clarion, our people are at the absolute heart of what we do. We’re proud that our core values of PASSION, CARE, IMAGINATION, and TRUST define the way we carry out our work across all of our exhibitions and conferences.

If you share our values and want to be a part of a successful, dynamic, and creative global business then we want to hear from you.

The Opportunity:

An exciting opportunity has arisen within the London based office for a Personal Assistant (PA) to support senior board-level executives with their administration.

This role holds responsibility for x3 executives + ad-hoc support for the Group CEO, and CEO, EMEA

The executives will require assistance with proactive diary management, travel arrangements including visa procurement, and other day to day administration, which includes expenses, PO & invoice management and reconciling monthly credit card statements. Cover &/or assistance with workload to other EAs during busy times will also be expected.

We are seeking a bright, ambitious and experienced team player who has previously worked in a fast paced, dynamic environment and understands the key functions of all central departments.

This role is hybrid, working four days at the office Monday to Thursday for the first six months with flexibility, thereafter and depending on work commitments, to move to three days.

Key Responsibilities:

• Diary management for four executives, learning their different approaches and preferred scheduling.
• Travel:
  • Researching, presenting, and booking travel itineraries as per brief.
  • Arranging visas and understanding all requirements for any additional travel documentation.
  • Booking taxis for travel and meetings.
• Administration of travel expenses, reconciliation of credit cards, raising POs and invoices, setting up new suppliers per Directors’ instructions. Booking couriers and occasionally managing outgoing post.
• Preparing Directors for meetings, including booking meeting rooms; arranging catering and refreshments; meeting and greeting external clients; preparing and collating copies of meeting materials, etc.
• General assistance to the wider team and Directors on an ad-hoc basis.
• Covering work during holiday/sick leave within the team and general assistance with overflow work during busy periods.
• Assist with ad-hoc projects and tasks.

Knowledge, Skills & Behaviours:

• Previous solid PA experience within a scaled business.
• Excellent organisational skills, with exceptional attention to detail.
• Excellent written and spoken communication skills.
• Experience with Outlook calendar is essential.
• Proficient user of Microsoft Word, Excel and PowerPoint.
• Professional and enthusiastic attitude; remaining friendly and respectful at all times.
• Ability to work autonomously; takes the initiative with a proactive approach; and can meet tight deadlines.
• Confident, punctual, and discrete.

About Clarion Events

Clarion Events is one of the world’s leading event organisers, producing and delivering innovative and market-leading events since 1947. (https://clarionevents.com/welcome)

Clarion Events embrace diversity and equal opportunities in all that we do. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

Clarion is private equity backed and owned by Blackstone. Blackstone is one of the world’s leading global investment funds, investing capital for the long term to build successful, resilient businesses. (https://www.blackstone.com/)

Our purpose is to deliver exceptional customer outcomes and experiences, by making every connection count.

Our vision is we want every one of our products to be a market leader in customer satisfaction and delight.

Benefits:

• 25 days’ holiday plus bank holidays
• End of year wellbeing shutdown ( for the last week of the year)
• Celebration day off (e.g. birthday, Diwali, Eid, etc)
• Summer Hours in August (3pm finish on Fridays)
• Helping Our World (HOW) Days – one paid day per quarter to carry out charity work
• Pension Scheme
• Private Medical Insurance
• Health Cash Plan
• Wellbeing Library (MYNDUP)
• Mentoring Programme
• Subsidised Café
• Season Ticket Loan
• Cycle to Work Schemes
• Free on-site gym and shower facilities
• Free eyesight tests
• Free flu vaccination – offered on site once a year for all employees