Executive Assistant

About the Role

Were looking for an enthusiastic and proactive Executive Assistant to support a small group of senior leaders across the business, including the Technology and Change Delivery Leader, the Operations Director, the IT Director, Head of Product Management and Head of Delivery. This role will play a vital part in helping the business run smoothly behind the scenes”supporting our leadership with outstanding organisational skills, a friendly attitude, and a keen eye for detail.This will be a hybrid role and expected to assist leaders across UK and India location. Youll be responsible for managing busy diaries, scheduling meetings, coordinating meeting rooms, travel arrangements, arranging lunches and events, and making sure everything runs like clockwork. Youll also be asked to take minutes during formal meetings, liaise with the Facilities team for any requests or queries, and help ensure our executives stay on top of their regular reporting commitments.As a regulated business, were required to produce monthly reports and metrics. Youll play a key part in compiling and chasing these up”keeping everything and everyone on track. Youll also work closely with other Executive Assistants and Reception staff.

Key Responsibilities:

• Provide day-to-day support to multiple senior leaders across Technology, Operations, and IT.
• Manage complex diaries and schedule meetings, ensuring time is well planned and efficiently used, including meetings, appointments, travel arrangements, and events
• Organise and coordinate meeting rooms, video calls, and equipment needs.
• Take clear and concise minutes during formal meetings and follow up on action points.
• Arrange catering and logistics for key events, including quarterly planning sessions and social events.
• Prepare internal and external correspondence, reports, presentations, and other documents as requested
• Handle confidential information with discretion and maintain professional communication on behalf of the leaders
• Manage expenses, reimbursements, and budgets for the Leaders
• Collaborate with Reception and Facilities teams to resolve issues and support on-site activities.
• Manage reminders and assist in the compilation of monthly reports and regulatory metrics.
• Act as a point of contact for internal and external stakeholders interacting with the executives.
• Assist with ad hoc admin tasks and requests”being ready to jump in where needed.
• Build strong working relationships with other Executive Assistants to ensure seamless support across the business.
• Build subject matter expertise within the team to provide consultancy within the business.
• Identify and implement best practice improvements within the Product Team
• Support the embedding and continuous review of the Change Management process within the organisation.
• Assist leaders across UK and India location

Core Responsibility Areas:

• Managing Workday transactions for WHRS Account: ID creation, termination, job changes, reconcile SAP and Workday reports, reconciliation analysis report out, collaborate with Alight onshore team, tool issue management with stakeholders, 100% SLA adherence
• Handling colleague queries and escalations for operations processes. Provide a timely resolution to colleague / business. Analyze the problem area and work with the relevant stakeholders to mitigate the same.
• Managing check-in calls.
• Facilitating sessions for new joiners.
• Publishing weekly / monthly dashboards.
• Meet Domain specific SLA.
• Review the policies from time to time and update any changes accordingly.
• Should have a strategic approach towards the respective domain and focus on cost optimization and innovation to enhance colleague experience.
• Facilitate quarterly audits for the respective domain to ensure compliance.
• Maintain and present data for internal / external audits.

Required Competencies:

• Excellent verbal and written business communication with the ability to articulate per the audience.
• Solid consulting, coaching and influencing skills with the ability to address the needs of a dynamic business environment.
• Ability to objectively present and meaningfully challenge views to enhance effectiveness and drive innovation
• Ability to empathize, analyze, prioritize and execute actionable in time-sensitive situations and giving utmost focus on colleague experience.
• Ability to think and innovate by removing NVAs and focus on automation of existing processes.
• Proficient in handling sensitive colleague data.

Education and Experience:

• Graduate / Postgraduate in any discipline (HR preferred)
• HR operations experience and knowledge