Executive Assistant

Your role

As an Executive Assistant, you will play a key role in supporting our executive team. You will be responsible for managing a variety of administrative, scheduling, logistical and operational tasks and travel to keep the team running smoothly. Your work will directly contribute to the achievement of business goals and strategy to help the executive team drive Global Relay’s growth. You primarily support the Chief Financial Officer, while also assisting the Chief Executive Officer as required. Furthermore, you will actively collaborate with other Executive Assistants to ensure the executive team is efficiently and meaningfully supported as a unified whole.

Your responsibilities

• Assist the Chief Financial Officer in handling essential day-to-day administrative tasks including inbox management and calendar prioritization (e.g. effectively identifying urgent and high value/impact items requiring attention versus low impact/low importance tasks)
• Strategically manage the full meeting lifecycle for executive leadership (CFO/CEO), including agenda development, preparation of professional, comprehensive briefing materials (bios, presentations), coordinating complex logistics (reservations, A/V, catering, often liaising with Events Coordinators), and driving accountability by documenting minutes, tracking action items, and ensuring timely follow-up
• Act as the primary communications liaison between the CFO's office, senior management, and all internal departments, triaging and filtering all inbound requests and communications to ensure clear and efficient flow, response, and actioning
• Oversee all aspects of executive travel, working alongside the Global Relay Travel Team to manage complex travel routings and highly dynamic executive travel logistics, including global flight and accommodation booking, travel document preparation, and the creation of detailed, comprehensive travel agendas
• Support financial operations of the executive team, including meticulous expense management and collaboration with the Accounts Payable team for review and completion
• Coordinate meetings by preparing agendas, taking minutes, tracking action items, and following up on outstanding tasks to ensure timely progress as required
• Take on project management responsibilities for specific initiatives, collaborating with different teams and departments to ensure successful outcomes and ensure timely communication with the executive team on pertinent matters
• Assist in the planning, attendance, and execution of key events, such as executive briefings, conferences, and marketing initiatives to ensure events run seamlessly
• Conduct research, analyse data, and prepare comprehensive reports to provide valuable insights to senior management
• Assist in booking of personal commitments and calendaring, where required
• Maintain the highest level of professionalism and absolute discretion with confidential business, financial, and personnel information

About you

• 5+ years of proven experience supporting senior leaders in an administration role with increasing responsibility, with a strong preference for supporting a CFO or C-Suite executive in a high-growth environment
• Expert-level organization and time management skills and ability to juggle multiple tasks and meet deadlines
• Demonstrated executive-level competency in calendar management and inbox triage using Microsoft 365 (Outlook, Excel, Word, PowerPoint)
• Exceptional written and verbal communication skills with a proven ability to draft professional correspondence with meticulous attention to detail
• A highly effective collaborator, comfortable working across functions and with all organizational levels, demonstrating strong team orientation.
• Experience working within a B2B or comparable corporate environment where professional service and client focus are critical
• Eligibility and willingness to travel internationally (e.g. US, UK, EU) for business to support executive meetings and events and be available outside of office hours when needed
• Proven record of high autonomy and sound business judgment, including the consistent exercise of discretion, tact, and absolute confidentiality in handling sensitive information
• Ability to thrive in fast moving, fast growth entrepreneurial environment, have a ‘solution based’ mind set, and be proactive in driving improvements to processes and systems