Executive Assistant

Do you have a min of 5 years experience as an Executive Assistant?

Are you highly proficient in Microsoft Office programs, including Word, Excel, Outlook and PowerPoint?

Location: London Wall, hybrid home/office role.

About the Role

This role is Executive Assistant to a member(s) of the Elsevier Leadership Team. The Executive Assistant provides executive support and serves as the primary point of contact for internal and external parties on all matters pertaining the Elsevier CEO and relevant other executives. This position handles details of a highly confidential, critical, and sensitive nature, and must function efficiently and effectively in a professional, global environment. This position is required to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources as well as organize and maintain administrative processes.

About The Team

This role sits within a London‑based executive support function, providing high‑quality administrative and organisational support to senior leaders. The team works closely with a wide range of internal stakeholders across the business, supporting effective day‑to‑day operations through strong coordination, communication, and attention to detail. The environment is professional, fast‑paced, and collaborative, with a shared focus on enabling leaders and teams to operate efficiently and effectively.

Responsibilities  

• Provides administrative assistance in the implementation of executive's activities and responsibilities, proactively managing daily calendars, email and phone communications including calls back where appropriate.

• Manages the daily evolving calendar of the executive, keeping appointments and meetings on time or changing schedules when necessary, recognizing differing time zones of global colleagues, customers or contacts and arriving at the optimal schedule.

• Anticipates business needs of the executive, both on a routine and a project basis; develops and maintains a system that alerts executive to upcoming deadlines on requests or events.

• Manages domestic and international travel arrangements and proactively coordinates the pre-planning of trips with various internal and external parties, including arranging appropriate travel, visas, hotels, transportation, meeting agendas and necessary contacts, as well as other information, including reservations, directions and time zone adjustments. Prepares travel folders and related meeting materials.

• Researches, creates and maintains a file on all important relationships in advance of important meetings for current and future reference; gathers and prepares relevant information and collateral material for all meetings; works closely with staff to ensure timely provision of back-up and informational materials relevant to meetings.

• Ensures that various administrative tasks are performed in an effective and efficient manner, including copying, reviewing mail, drafting correspondence, screening telephone calls as needed, and maintaining files as needed. Resolves routine to complex inquiries, working proactively and independently as well as exercising maturity and resourcefulness

• Maintains records and processes expense reports, invoices and any other requests for payment or reimbursement.

• Maintaining and building client contacts on a domestic and international high level

• Performs other duties as assigned

Requirements 

• Minimum of 5 years of administrative experience, with strong preference for experience in global matrixed organizations and/or supporting c-suite leaders.

• Demonstrated ability to handle confidential information appropriately; diplomacy, professional conduct and discretion exhibited at all times.

• Excellent written and verbal communications skills.

• Strong ability to work with the other executive management assistants as we often operate as a team during busy time periods or in absence of one another

• Ability to interact with and work collaboratively with peers; strong interpersonal skills with ability to work effectively with employees at all levels and from all cultures and backgrounds.

• Demonstrated superior attention to detail and accuracy and process results in composing, typing, proofing materials, establishing priorities, flagging items for executive's attention and meeting deadlines.

• Ability to stay focused, efficient, and effective in managing multiple priorities; proactively follows-through on projects to successful completion, often with deadline pressures.

• Highly proficient in Microsoft Office programs, including Word, Excel, Outlook and PowerPoint.

• Experience using Concur or a related travel planning and expense management tool a plus

If you are interested in the role, please apply with a cover letter and CV.

Work in a way that works for you

We promote a healthy work/life balance across the organisation. With an average length of service of 9 years, we are confident that we offer an appealing working prospect for our people. With numerous wellbeing initiatives, shared parental leave, study assistance and sabbaticals, we will help you meet your immediate responsibilities and your long-term goals.

• Working in a hybrid way from both the office and at home

• Working flexible hours - flexing the times you work in the day

Working with us

We are an equal opportunity employer with a commitment to help you succeed. Here, you will find an inclusive, agile, collaborative, innovative and fun environment, where everyone has a part to play. Regardless of the team you join, we promote a diverse environment with co-workers who are passionate about what they do, and how they do it.

Working for you

• At Elsevier, we know that your wellbeing and happiness are key to a long and successful career. These are some of the benefits we are delighted to offer:

• Generous holiday allowance with the option to buy additional days

• Health screening, eye care vouchers and private medical benefits

• Wellbeing programs

• Life assurance

• Access to a competitive contributory pension scheme

• Long service awards

• Save As You Earn share option scheme

• Travel Season ticket loan

• Maternity, paternity and shared parental leave

• Access to emergency care for both the elderly and children

• RE CARES days, giving you time to support the charities and causes that matter to you

• Access to employee resource groups with dedicated time to volunteer

• Access to extensive learning and development resources

• Access to employee discounts via Perks at Work

About Us

A global leader in information and analytics, we help researchers and healthcare professionals advance science and improve health outcomes for the benefit of society. Building on our publishing heritage, we combine quality information and vast data sets with analytics to support visionary science and research, health education and interactive learning, as well as exceptional healthcare and clinical practice. At Elsevier, your work contributes to the world's grand challenges and a more sustainable future. We harness innovative technologies to support science and healthcare to partner for a better world.

We know your well-being and happiness are key to a long and successful career. We are delighted to offer country specific benefits. Click here to access benefits specific to your location.

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We are an equal opportunity employer: qualified applicants are considered for and treated during employment without regard to race, color, creed, religion, sex, national origin, citizenship status, disability status, protected veteran status, age, marital status, sexual orientation, gender identity, genetic information, or any other characteristic protected by law.

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