Executive Assistant (EA) to Managing Director, Cards
This vacancy is published by an accredited employer with authorized corporate payroll and standard compliance adherence.
Transatlantic Cost of Living & Purchasing Power Benchmark
Position Overview & Specifications
- Executive level administrative support to the MD and their respective SLT
- Diary management using Microsoft Outlook to include, booking appointments, arranging meetings, conference calls, sending and responding to meeting invites. Preparing meeting documentation and first point of contact for all visitors for the MD when in the office
- Proactive management of the MD inbox including responding on behalf of, flagging items for their attention, filing and following up on outstanding tasks whilst maintaining an up to date email filing system and alleviating work pressures for the MD
- Acting as an extension of the MD at all times when engaging with all levels of seniority throughout the business and its divisions
- Confidence to delegate work on behalf of the MD; whether that to be a direct report or themselves in order to get the task completed, anticipating the MD’s requirements
- Cascading information upwards to the Group, on behalf of the MD as and when required
- Acting as secretary to the on the various Committees run by the MD; attending meeting to document minutes, recording and following up on actions, compiling and circulating meeting packs and chasing outstanding documentation in order to adhere to deadlines. Keeping all records and meeting attendee’s / delegates updated as part of the process
- Producing and formatting management reports and presentations as requested, to high standards and to strict deadlines
- Reviewing and summarising key documents for the MD
- Understanding of critical meetings, communication and subject matter, prioritising as appropriate
- Co-ordinate travel arrangements for MD as well as direct report team members as necessary
- Setting up and maintaining filing systems and storage and / or disposal of confidential documents on behalf of the MD
- Coordinating with external and internal stakeholders to set up meetings & departmental events – specifically running the Cards Team Townhalls alongside communication colleagues to assess and book venues, refreshments and undertake event management where required.
- Support cards communications across all channels as required to include writing of some communications
- Working with the EAs/PAs within the business to provide administrative support across the Group when necessary
- Providing adequate cover to the Group EA’s during absence and annual leave
- Be an experienced and advanced user of the key software packages; Word, PowerPoint and Excel, and have experience of using features such as tracked changes, cross referencing and mail merge
- Experienced and advanced user of Microsoft Teams and the full functionality of the programme
- To support and build working relationships with Group Board Directors, NEDs, and Executive Directors to actively work for the interests of the whole team
- Familiarise with important external stakeholders building key relationships
- Manage expenses on behalf of the MD
- Any ad hoc duties requested by the MD and their direct reports
- Strong MS Package skills – Outlook | Excel | Powerpoint
- Strong diary and inbox management
- Strong written and verbal communication skills
- Extensive EA experience at Executive level
- Previous Board level stakeholder management experience
- Previous experience of working in within Financial Services sector
- Ability to use initiative and problem solve
- To show a positive approach and interest in the work that you are undertaking
- Show initiative when responding to queries and actively try to seek solutions to problems
- Ability to prioritise workloads and deliver results in a fast paced environment
- To support and build working relationships with your colleagues to actively work for the interests of the whole team, and Group
- Ensure confidentiality, be reliable with a professional approach, while remaining helpful, friendly and sociable, even when under pressure
- To immediately clarify instructions and deadlines should they be unclear and communicate effectively regarding potential delays in order to manage expectations
- To embrace change and be proactive within the department, evolving as teams / demands grow with the business
- Confident and professional with an ability to use own judgment
- Essential to be flexible to work outside core hours, potentially on a regular basis. Making yourself contactable to your Director when needed
- Punctual and reliable
- Strong understanding of work commitments of the MD and confidence to take on tasks as delegated
- Willingness to integrate themselves as part of the Group EA department and constantly striving to better processes, advocating change where require
- Functionality for home working – reliable internet connection | dedicated work space setup
- Competitive salary
- Discretionary annual bonus
- Hybrid working considered
- Up to 30 days holidays in addition to bank holidays
- Pension Scheme with matched company contributions up to 5%
- Private Medical Insurance
- Extensive opportunities for personal and career development
- Opportunity to grow, develop and learn
- Colleague Perks at Work discount platform
- Season ticket loan
- 1 paid day to ‘give back’ to local communities or chosen charity
Candidate Selection & Onboarding Process
Application & Resume Screening
Submit your tailored CV/Resume directly to the talent acquisition portal.
Technical & Competency Interviews
Virtual interviews with the hiring manager and multidisciplinary team.
Formal Offer & Benefits Negotiation
Written agreement outlining compensation, equity, retirement vesting, and relocation allowances.
Onboarding & Corporate Integration
Equipment provisioning, team orientation, and commencement of duties.
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Executive Assistant (EA) to Managing Director, Cards • Vanquis Bank
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