XTN-8644681 | TEAM ASSISTANT

As the PA / Team Assistant , you will play a vital role in ensuring the smooth, efficient, and professional operation of the executive and client-facing functions across the organisation. You’ll provide high-quality administrative, organisational, and communication support to the Chief of Staff and leadership team, helping drive operational excellence, internal coordination, and effective stakeholder engagement. 

You will work closely with colleagues across the client engagement team, board-level stakeholders, and internal departments to ensure seamless communication, proactive scheduling, structured reporting, and timely delivery of administrative tasks. This role offers the opportunity to gain broad exposure to executive operations, governance workflows, and client relationship processes within a fast-paced, dynamic environment.

• A supportive, high-performing team environment where your contribution is valued and recognised.
• Opportunities for professional development, learning, and exposure across multiple business 
  functions.
• A culture of flexibility and trust, enabling you to excel while working fully remotel
• A mission-driven organisation committed to excellence in client service, operational rigour, and continual improvement.
• Clear pathways to grow your skills in executive support, operations, stakeholder engagement, and cross-team collaboration.

Executive Support & Administration

• Provide comprehensive administrative and organisational support to the Chief of Staff and leadership team.
• Manage complex executive diaries, ensuring efficient scheduling and prioritisation across multiple stakeholders.
• Handle email and telephone communication professionally, maintaining a high standard of clarity and tone.
• Prepare agendas, draft minutes, and ensure follow-up actions are captured and completed.
• Ensure contact details, meeting notes, and key engagement information are accurately updated in Salesforce for tracking and visibility across teams
• Produce regular progress updates and reports for management, maintaining visibility of ongoing tasks and projects

Scheduling & Coordination

• Work closely with the client engagement team to ensure consistent communication and timely follow-ups between board members and clients.
• Assist with the planning and coordination of virtual meetings, workshops, and engagement activities.
• Liaise with internal teams to ensure smooth communication and alignment across functions.
• Support preparation for client-related interactions, pulling together background information where 
  required.

Awards & Project Support

• Assist in compiling, proofing, organising, and submitting various annual awards packs.
• Coordinate timelines, gather required input from stakeholders, and ensure deadlines are met.
• Maintain structured records and documentation to support award submissions and related projects.
• Track progress and ensure the relevant stakeholders are updated on status at regular intervals.

Communication Support

• Ensure all written communication, emails, documents, messages, is clear, polished, and professionally presented.
• Support the leadership team with follow-up messages, client correspondence, and meeting coordination.
• Maintain a professional, responsive, and client-focused approach in all communications.
• Act as a key point of contact for internal and external stakeholders when required

Operational Coordination

• Provide day-to-day support to ensure smooth functioning of executive and operational workflows.
• Assist with research tasks and preparation of supporting materials for decision-making.
• Support the development and refinement of administrative processes to improve efficiency.
• Handle ad-hoc administrative tasks as required to support operations and the Chief of Staff.

• 3+ years
• Executive admin support
• Complex diary/calendar management
• Professional communication (email + phone)
• Minute‑taking, agenda preparation, follow‑up tracking
• Stakeholder coordination
• Strong organisational & multitasking skills
• High attention to detail
• Autonomous remote work capability
• Email/calendar management systems
• Document/report preparation tools

• Salesforce experience
• Financial Capital market background