Associate EA


Full Time



The Company

Our client, a sustainable investment management firm, is looking for an Associate EA to support up to 5 members of the client team. The Client is searching for an enthusiastic, experienced and flexible assistant with discretion, attention to detail and willingness to undertake all aspects of the job. This role involves close liaison with the London and San Francisco Corporate Services teams to ensure efficient and consistent co-ordination globally and to provide the full complement of support services to the wider firm. The role holder will provide back up support other Executive Assistants in their office duties, in case of absence.

Key Responsibilities

Admin support to Client team members


  • Calendar management – planning/scheduling meetings and travel time /screening for conflicts and arranging associated logistics
  • Travel booking – coordinate all aspects of global travel, itinerary planning and booking for all team members
  • Effective Outlook and Salesforce contact database management for the team
  • Management of the team’s expense receipts, obtaining approval according to the T&E budget and entering expenses into the Webexpenses online expenses system
  • Meeting and event management – effectively planning and efficiently executing meetings, client convenings, internal and external events
  • Tracking admin data e.g. attendance, business travel, regulatory information (external meetings, training courses, etc.), and contact data;
  • General admin tasks – filing/photocopying/scanning/binding documents
  • Production of presentation materials – requiring excellent Microsoft Office skills to create and adapt presentation materials
  • Preparing client briefing notes for meetings ahead of time
  • Bi-annual client conference admin
  • Assisting with ad-hoc projects

General/Wider Corporate services responsibilities


  • Work as part of the wider Corporate Services team with general reception/ delivery/ visitor duties, including phone line cover, and any other ad-hoc requests
  • Play an integral role in the front of house duties which are shared between the Corporate Services team i.e. meeting and greeting guests, providing refreshments and notification of arrival to hosts
  • Manage and maintain meeting space – including IT set up of conference rooms for meetings (presentations, video conferencing, audio calls)
  • Manage incoming and phone calls in a professional manner

Qualifications & Experience


  • Demonstrable experience in a similar role in the finance or professional services sectors
  • Experience of working in an international business with global offices is desirable
  • Microsoft Office proficient (Outlook, Word, Excel (preferably advanced), PowerPoint)

Personal Qualities 


  • A professional assistant who takes pride in the delivery of outstanding service and going the extra
  • Has strong interpersonal skills demonstrating the ability to effectively interact with peers and senior
  • Demonstrates confidence and professional
  • Demonstrates a robust but personable communications style. Excellent verbal and written communication
  • Can multi-task effectively; has strong time management
  • Willing to take ownership of work and follow up tasks in a timely
  • Proactive with the ability to pre-empt the needs of their team
  • Delivers consistently on time, managing stakeholder expectations, and is reliable and dependable.
  • Demonstrates a good use of initiative, combined with a practical clear-headed approach in relation to problem
  • Willing to work flexibly, taking account of the time difference with the San Francisco
  • Extremely organised, thorough and detail
  • Can work effectively to deadlines and prioritise their own
  • Team oriented demonstrated by working collaboratively with colleagues to provide seamless support combined with ability to work
  • Can handle confidential company and personal information with the utmost discretion
  • Tech savvy


If you would like to apply for this role, please click ‘Apply Now’ above or send your CV through to

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