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Executive Assistant to Director

Please Note: The application deadline for this job has now passed.

Job Introduction

Based primarily in our Basildon office, this role will provide executive support to the Director of Compliance and his management team.

Role Responsibility

PA support to include but not limited to:

  • Proactively managing CEO diary
  • Proactively managing CEO e-mails, red flags
  • Arranging meetings internally & externally which will include:
    • Liaising with external clients
    • Arrange meeting room bookings on-site and off-site
    • Arrange video & phone conferences
    • Arrange catering on-site and off-site
    • Visitor net – Ensure visitors are booked into visitor system for reception
    • Arranging parking spaces at various office locations
  • Coordinating prep meetings with internal staff for client meetings, including reference materials and other documentation
  • Preparing agendas/presentation material/printing and binding documents for both internal and external meetings.
  • Monitoring action points from meetings and ensuring they are completed by the attendees
  • Collating/preparing executive/board reports 
  • Travel bookings including flight, hotels, taxis, and chauffeurs. Arranging visa applications, preparing complex travel itineraries. Compiling travel packs.
  • Expenses – personal and company credit card
  • Arranging team off-sites/social events
  • Maintain organisation charts for UK and Ireland with permanent, contractor and vacancy ratio on a monthly basis and as directed
  • Maintain e-mail distribution 
  • Stationery ordering/ordering business cards 
  • Review invoices/expenses and ensure signed in a timely manner

The Ideal Candidate

Essential skills and experience required, include:

  • Previous experience within a PA or EA role
  • Excellent written and verbal communication skills
  • Ability to prioritise and organise
  • Flexible approach to work and tasks
  • Advanced MS Word and Powerpoint skills
  • Excel
  • Outlook

Knowledge/ experience of the following is desirable:

  • Experience of client visits
  • Experience in financial services
  • Project
  • Visio

Package Description

•    Reference salary based on experience and in line with the ACE salary progression scheme 
•    20 Days holiday (increasing by 1 day for every years service up to a maximum of 25 days) 
•    6% non-contributory pension scheme 
•    Life Assurance (4 x salary) 
•    Single person healthcare 
•    flex benefits scheme 

About the Company

International Financial Data Services (IFDS) is the leading supplier of third-party administration and IT services to European investment clients and their customers. Part of a global group and a joint venture between State Street Corporation and DST Systems, our business has grown ten-fold since inception in 1995 and continues with rapid growth today! We currently offer state of the art solutions across funds, retirement & insurance and investment platforms. We employ over 3400 staff across the UK, Ireland, Luxembourg, Thailand and India.


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