Associate, Business Services - London

Executive Assistant to Senior Leadership,  London Office-Business Services

Eurasia Group is the leading independent global political risk and research consulting firm. We provide financial, corporate and government clients with information and insight on how political developments around the world impact our clients’ interests and objectives. (www.eurasiagroup.net).

We are seeking an experienced executive assistant to support our CEO, Managing Director of Europe Practice Group and manage the day to day function of our London office. Applicants must be pro-active, organized, detail-oriented individuals who can multi-task with efficiency and diplomacy. Excellent communication and people skills are required.

The ideal candidate will have a minimum of 3-5 years of experience supporting a top-level executive within a fast-paced, professional services environment. Qualified applicants will also have the following: strong sense of professionalism, discretion with sensitive personal and professional information; excellent time management skills; the ability to handle multiple responsibilities and priorities simultaneously; strong attention to detail; exceptional interpersonal skills. Past experience with Concur or other travel and expense modules is helpful, but not required.

Responsibilities include, but are not limited to, the following:

Executive Assistant Role Key Responsibilities:

• Manage all scheduling and calendaring for the Executive and MD’s office which includes internal and external stakeholders and contacts.
  
• Serve as gatekeeper to ensure best use of executives’ time
  
• Assist in managing and prioritizing daily workflow around emerging issues, including preparing materials and written correspondence timely on behalf of the executives.
  
• Screen and route telephone calls, written correspondence with both internal staff, management and external constituents.
  
• Plan and coordinate travel, travel itineraries, including international travel logistics, and meeting/event coordination support.
  
• Prepare, submit and track expense reports, maintain records and coordinate approvals of reports with accounting.
  
• Prepare clear and well-written communications for a wide range of audiences including clients, government officials and other high level external contacts.
  
• Develop professional relationships with key internal and external contacts.
  
• Leverage resources to accomplish objectives effectively and take initiative to improve office environment and operations as needed.
  
• Act as liaison between all levels of the firm – management, operations, business development and research – to facilitate completion of various tasks related to the office of the executive.
  
• ​Occasional work on special projects and events such as business and personal breakfasts, luncheons and dinners, holiday arrangements, client trips, corporate events.
  
• Other duties as assigned by the head of Business Services for Eurasia Group
  
• All applicants must be eligible to work in the United Kingdom.
  

Core Skills and Abilities

• Must possess the highest level of work ethics and integrity with the ability to maintain confidential information; demonstrated level of discretion in handling privileged information
  
• Proactive in anticipating business and administrative needs.
  
• Must possess a strong administrative and organizational skills with the ability to be proactive in completing assignments and job responsibilities with minimal supervision.
  
• Must possess the ability to effectively interface with a variety of people with tact and diplomacy and work well under stressful situations.
  
• Must possess superior writing skills with ability to write, edit and manage correspondence at executive levels.
  
• Experience in managing a busy calendar, making domestic and international travel arrangements and managing expense reports.
  
• Strong experience in Microsoft Office, including Outlook, Word, Excel and PowerPoint.
  
• Ability to effectively interact with senior level executives and their assistants in a professional manner.
  
• Acute attention to accuracy, consistency and a high degree of quality in work.
  
• Must be flexible and a self-starter.
• Other duties as assigned by the head of Business Services for Eurasia Group. All applicants must be eligible to work in the United Kingdom.
  

Office Manager Role Key Responsibilities:

• The first point of contact for all visitors and callers to Eurasia Group’s London office, greeting guests, escorting to conference rooms and connecting them with members of the EG staff.
  
• Plan, coordinate and execute social events for the London office which include but are not limited the monthly birthday celebrations, office happy hours, and other HR related events throughout the year.
  
• Finance liaison which includes managing the London Office budget, coordinating vendor invoices, and obtaining receipts. Additionally, the Office Manager is responsible for acquiring petty cash requests, distributing funds, obtaining receipts and change and compiling monthly reports on the Petty Cash balance.
  
• Collaborate with a team of administrative professionals across all three offices providing support where needed.
  
• Assist with special projects as needed and exercise judgment and discretion in completing assignments.  Must have the ability to handle details of a highly confidential nature and be comfortable with close interaction with high-level contacts, both internal and external.
  
• Act as liaison between all levels of the firm – management, operations, business development and research – to facilitate completion of various tasks.
  
• Assist with planning and execution of London office events and liaise with other offices regarding all EG events.
  
• General office management including: the primary contact for facilities management; maintaining strong professional relationships with vendors for the London office; procuring office and kitchen and food supplies; managing office asset and equipment inventory; coordinating mail distribution, FedEx and messenger services. Producing and maintaining a manual of London office procedures, including but not limited to the implementation of an evacuation plan for Eurasia Group‘s London office. Improving and enhancing office aesthetics. Managing budgets for London office supplies, office transportation and accommodation; acting as primary contact to external vendors, leading negotiations with vendors and implementing cost saving strategies where appropriate.
  
• Support in creating protocols/procedures for operations flow, including budget for office supplies and supply requests, etc.
  
• Work closely with the operations teams to develop and improve office protocols
  
• Other duties as assigned by head of Business Services for Eurasia Group