Executive Secretary

Role Overview This is a full time Executive Secretary position providing comprehensive administrative and personal support to the Managing Partner. The role is dedicated entirely to supporting the Managing Partner and requires exceptional organisational skills, discretion, flexibility and the ability to manage multiple competing priorities across their professional and personal life.

Executive Support

• Priority executive assistance to the Managing Partner including diary management, complex international travel arrangements, phone management, business expense claims and filing
• Management of the majority of executive correspondence
• Leading and assisting with the organisation of company events
• First point of contact for enquiries when present at the office premises
• Office asset management, maintenance and IT coordination
• Maintaining company assets and supplier relationships
• Developing and maintaining templates for Word, PowerPoint and stationery documents in line with brand guidelines
• Maintaining and updating the company website
• Undertaking ad hoc business research and administrative projects

Personal and Family Coordination

• Coordinating the Managing Partner's personal schedule alongside his professional diary to ensure both run smoothly together
• Scheduling and organising the children's activities, appointments and transport arrangements
• Coordinating medical appointments and ongoing care arrangements for the Managing Partner's spouse on their behalf, including liaising with healthcare providers, therapists and any support staff involved in her care
• Acting as a point of coordination between the Managing Partner and any carers or support staff to ensure consistent and discreet arrangements are maintained (often exclusively in French, given spouse’s native language and familiarity)
• Bill payment and accounting
• Property management of local and overseas properties, including managing staff, correspondence and documentation related to the property in France in French

Essential Skills and Experience

• Fluent spoken and written French, given regular liaison with French speaking healthcare providers, contractors and service providers
• Excellent spoken and written English
• Extensive experience as an Executive Assistant or Executive Secretary supporting, international senior executives
• Exceptional organisational and time management skills
• Experience coordinating complex international travel
• Ability to manage confidential and highly sensitive information with discretion
• Strong interpersonal and communication skills
• High level of discretion, empathy and emotional intelligence
• Ability to prioritise competing demands and work independently
• Proficiency in Microsoft Office Suite and other business software