Executive Assistant - 13 month FTC

Executive Assistant Charter BAU:Internal/External meetings/ 1:1s, Mid & End Year Reviews / Mentoring Sessions /Divisional ExCo meetings, Townhalls, committee meetings, investors, stakeholdersHandle ExCo member correspondence / postRegister ExCo for External Conference / lunches / dinnersMeeting Coordination:Room Layout: Arranging the room setup.Attendees: Facilitating between 10-40 attendees.Catering: Choosing menus and accommodating dietary requirements.Accommodations: Booking hotels for ExCo members.Dining: Reserving restaurants.Documentation: Preparing necessary documents/packsTravel: Arranging taxis, flights, trains, and ensuring the itinerary is in the diary.Scheduling: Moving meetings when needed, accepting/declining all invites.Keep inbox up to date/ emails flagged and filed for ease of cover by other EA’sTeams and rooms provided in each meeting as they link to the invite.Korbyt Management:Book all rooms through the online system for each meetingManage extra desk seating in the officeAdjust room bookings when meetings are rescheduledMake sure all Outlook invites link to a room and external visitors are added to the room and registered with receptionDiary/Email Planning: CEO / CFO always looked after when in London office along side own Exco members. Exco members are split between team but they always cross over so an understanding off all 10 will be needed on some level.Team Coverage: Cover for up to 6 ExCo members during team holidays/sickness.Daily Checks: Forward Planning ensuring free time as been schedule, no clashes etc.Future Planning: Plan up to 1 years in advance, proactively booking and holding dates.Initiative: Book ExCo members' time for preparation and review.Agenda Updates: Update the ExCo agenda list with new items as they arise.Send responses to email on behalf of Exco membersDistribute complaint letters/ post as appropriate via email Exco Meetings (own Exco and team Exco)Exco Committee Meetings: Own and schedule 12 months in advancePrepare/circulate agendas, prepare meeting packs, file all papers, organise logistics of meeting, add teams details and invitesMake sure all teams details are correct, regarding who is the host and if recording is neededSend presenters their time slots to join meetingExpenses / InvoicesManage milage, personal/work expenses, gift & hospitality form completionHR HubApprove your Exco direct reports holiday/sickness, and add to diaryBoard IQAdd any material to Board IQ for ExCo members / understand and be able to use proficientlyBe able to make Exco packs in managers absence / and Board if needed.Packs will be different for each division depending on who you will cover.IT Help with IT problems, arrange all equipment for new Exco, update distribution listHave a good understanding of AI – Co pilot / Claude / ChatgptAdditional support offeredHelp Events with divisional Events, help with number of attendees, menu choices, travel, hotels etcArranging Board IQ papers/pack for non Exco membersAssistance for Direct Reports ad hocAssisting with preparation of new joiner induction schedules and scheduling of sessionsHelping non Exco staff with flex room bookings The Person Experience RequirementsProven working experience as Executive Assistant at least 03 yearsThe applicants should have experience in the following area(s): Exec level / Stakeholders / Non-Executive The applicants should have experience in the following business area(s): Financial ServicesEducational RequirementsGCSE / A level / Degree Additional RequirementsHighly experienced candidates will be given to preference.Good inter-personal skills / confident / professional and discreteProficiency in MS-Office / AI Software / Teams / Board IQ / Room booking systemsAble to work under pressure and 100% aligned with company rules & regulations. The Opportunity Shawbrook provides finance to a wide range of customer segments that value the premium experience, flexibility and certainly we deliver.  We are a purpose-led organisation, with a focus on delivering long-term sustainable value for all our stakeholders.We have a diversified offering, with our innovative lending propositions tailored to meet specific customer needs in carefully selected markets across SME, Real Estate and Personal. Our products range from complex structured credit facilities for growth-focused businesses to mortgages for professional landlords and property investors, as well as simple loans for consumers delivered digitally.  We fuel our lending through customer deposits, which we attract by delivering a premium experience, choice and consistently great value to smart savers.The business model we have created is unique and difficult to replicate, with our ‘best of both’ approach combining deep human expertise with advanced digital, tech and data capabilities.  This combination not only allows us to deliver excellent customer experiences, but to do so efficiently and at scale.  We are proud of our innovative and agile culture, which drives consistently high employee engagement scores and makes Shawbrook an attractive destination for the best talent. If you’re willing to roll up your sleeves, contribute new ideas and believe anything is possible, you’re our kind of person.Work with us because you:Want to be part of a bank built for the dynamics of the modern worldRelish a challenge and enjoy a fast-paced, innovative and hardworking cultureEnjoy finding new and better ways to solve complexity and make things happenWant to belong to a diverse culture that stands shoulder to shoulder with minority and underrepresented groupsCare about society and the environment and want to be part of a business that cares tooWant to continue to grow professionally and be the best version of yourself Reward Your Wellbeing - We take your health and well-being very seriously by providing a range of benefits to give you and your family peace of mind. These include:Market leading family friendly policies such as access to our Maternity, Adoption and Paternity policies from Day 1 of your employmentFree access to Headspace, a mindfulness & meditation digital health appFree access to Peppy digital health app that offers personalised support through fertility treatment becoming a parent or menopauseEAP (Employee Assistance Programme) - Offering you support on a wide range of subjects including financial concerns, mental wellbeing and more general queries around family, work, housing, and healthCycle to work schemeDiscounts on gym membershipContributory pension scheme & death in serviceYour Lifestyle - It’s important you strike the right balance between your work and personal life. We provide benefits to support you when at work and when you’re enjoying your leisure time.Minimum of 27 days holiday per yearOption to buy or sell holiday days through our flexi-holiday schemeDiscounts on gym membership nationwideAccess to discounts on a range of high street and online brandsCommunity support and charitable givingYour Contribution - We’re focused on rewarding those that go the extra mile in helping us achieve our goals.Participation in our annual discretionary bonus scheme designed to reward your contribution to our successProudly Shawbrook recognition scheme focused on recognising our role models and thanking our colleagues for a job well done