Executive Assistant

The Role

As Quant continues to build its position as the leader in the FinTech space, we are seeking a full-time, office-based Executive Assistant. Reporting directly to our CEO, the Executive Assistant must enjoy working within a rapidly growing environment that is results-driven.The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organisational skills, and the ability to maintain a realistic balance among multiple priorities.They must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Strong initiative and follow through are essential for this position.

Key Responsibilities

• Responsible for calendar management, across multiple time zones, utilising Outlook
• Experience with support of remote management and team members
• Where required, prioritise and screen emails for the CEO and senior leadership
• Coordinate meeting arrangements:
  • Schedule meetings with internal and external groups / individuals, as well as company events as needed – including organising all meeting logistics (calendar invites, availability of attendees, meeting rooms and equipment, online conferencing via teams, catering if required and liaising with other departments as needed)
  • Coordination and distribution of any required meeting documentation, including agendas, presentations, and any follow up actions items and meeting notes
  • Board preparation of agendas and pre-read documentation prior to Board meetings
  • Ability to autonomously compile clear and accurate minutes and action-lists from Board meetings
  • Coordinate and pre-empt external committees’ requirements, deadlines and preparation
• Assist with creating / editing executive level presentations as may be required including external customer presentations / pitches
• Assist with travel needs in accordance with Quant’s Travel Policy (air, hotel, car, visas ,etc.) via our Travel Agent
• File expense reports using online systems Dext Expenses / Expensify
• Establish, update and maintain departmental files (paper and electronic) and records
• Screen telephone calls, take messages, redirect calls, and respond to routine inquiries regarding departmental business
• Coordinate and manage the CEO’s personal commitments to align with the business’ schedule
• Type, format and handle confidential and non-routine documents and materials effectively and discreetly
• Coordinate core office management activities including ordering stationery, liaising with the serviced office team, registering external visitors, collecting and distributing mail
• In conjunction with the CHRO, ensure EHS compliance for the office facility (including but not limited to: First Aiders, Fire Marshalls, risk assessments and fire evacuation planning)
• Act as an “ambassador” for Quant when interacting with the external environment

The technology and tools you will be using

• MS Office
• DocuSign
• Dext / Expensify
• ApprovalMax

RequirementsRequired Skills and Experience

• Strong verbal and written communication skills are essential
• Fluent in English language
• Excellent organisation and multi-tasking skills
• Proven ability to work under tight deadlines and pressure in a composed manner
• Requires an eye for detail to sense check accuracy in written documentation (e.g. email / meeting invitations / correspondence)
• Exceptional interpersonal skills and problem solving capabilities
• Ability to juggle multiple projects with superb accuracy
• Exceptional customer service skills, over the phone and in person
• Ability to work effectively across a matrix organisation
• Ability to work independently and prioritise with minimal daily instruction
• Ability to think strategically in order to improve current processes
• Ability to work in a pro-active manner whenever possible
• Ability to demonstrate a genuine interest and curiosity for all aspects of the business and consequently prioritise and input accordingly
• A strong sense of personal accountability is essential
• A willingness to operate in a fast paced environment with considerable ambiguity
• Learning agility and ‘scalability’ to take on increasing responsibility as Quant grows
• Ability to have fun and thrive in a growing, diverse, and inclusive work environment
• Full-time in an London office working standard hours (9.00am to 5.30pm), but with flexibility as the CEO and the business requires