Executive Assistant

Location Bristol
Discipline: Internal Recruitment
Contact name: Rochelle Ward

Contact email: rochelle@navadotalent.com
Published: 10 months ago

​Our client is an International Executive Search company who are looking for an Executive Assistant.

Roles and Responsibilities - Client side

  • Extensive and complex diary management. Scheduling meetings, internal and external with management and coordination of multiple stakeholders, often across various time zones.

  • Manage varying numbers of projects, with differing levels of complexity, whilst understanding the specific requirements of each client.

  • Maintaining strict confidentiality given the nature of our work, the individuals we deal with, and the high-level of information we are exposed to.

  • Gatekeeper/protector of the Senior Partner/Partners from external demands, ensuring they are able to focus on the highest priority issues. Consideration of the wellbeing of Senior Partners, Partners, and practice members to ensure they are at their optimum.

  • Extensive travel coordination – maximising value of the trip and ensuring high level of efficiency and cost effectiveness – international and domestic. Including, but not limited to, visa applications, hotel reservations, ground transportation etc.

  • Excellent communications skills internally and externally. Liaising to assist in booking client meetings and lunches, candidate client interviews (VC and F2F), and client events (lunches/dinners etc). All the while being a positive contribution to the client and candidates experience.

  • Building and maintaining key client and relationships to enable more effective operations.

  • Effective time management with the ability to work under pressure and to deadlines and understanding what needs to be prioritised. Respond to the pace and momentum of individuals and the practice.

  • Producing and for vetting various client facing documents (Shortlists, Target Lists, Job Specs, PowerPoint Pitches etc). Quality control (spelling, grammar etc) to ensure work is to a consistent high standard.

  • Creating search timelines for each assignment, booking in Target List and Shortlist meetings with the client ahead of time.

  • Project coordination with Heads of Delivery, Clients, and Candidates to ensure milestones are met on time.

  • Supporting client briefings and summarising notes from client briefings and involvement in each briefing session/kick-off.


Responsibilities - Internal

  • CRM system management to become an ‘Invenias Super User’ (after the appropriate training).

  • Prepping assignments to be shared on the client portal, adding all candidate information, LinkedIn profiles etc. Quality checking the format/spelling/grammar.

  • Work as a team with the other EAs, supporting each other to ensure all work is completed, inclusive of covering each other’s phones and diaries.

  • Providing holiday and sickness cover for other EAs in the team as and when required.

  • Support Practices with data quality and data compliance, ensuring team data is at, and maintains, the required standard.

  • Adding clients/candidates into Invenias. Responsible for logging interviews and meetings the system.

  • Closing down assignments.

  • Coordinating and triggering the client and candidate experience review process (NPS). Liaising with NISUS and the client to ensure this happens promptly after the assignment is closed down.

  • Scheduling Practice and companywide meetings. Taking and distributing internal meeting minutes - if required.

  • Inbox management.

  • Answering the phones acting as the first point of contact for the business. Passing the call through to the appropriate person/taking messages.

  • Organising company wide and team social events.

  • Booking desks/meetings rooms for Senior Partners/Partners.

  • Submitting expenses on behalf of Senior Partners/Partners.

  • Logging holiday requests and adding to the Practice diaries.

  • Organising and sending Birthday cards/wedding/new baby presents to members of your practice on behalf of the client.

  • Occasional personal tasks for Senior Partners/Partners.

 About Navado:

Navado Talent is a Bristol Rec2Rec serving all recruitment markets across the UK and covering both 180 and 360 recruitment jobs right up to leadership roles. Whether you're looking for a Bristol rec2rec to help you recruit for your team or looking for your next recruitment job Navado needs to be your first call.

If this opportunity isn’t quite right for you, but you’re a Recruitment Consultant / Senior Recruitment Consultant / Trainee Recruitment Consultant / Principal Recruitment Consultant / Recruitment Team Lead, looking for your next role, we’d love to speak!