Executive Assistant

Permanent contract|Jersey|Management / Administration

Executive Assistant

Kleinwort Hambros
  • Jersey, Channel Islands
  • Permanent contract
  • Management / Administration


Description of the Business Line or Department

Executive assistants perform more than administrative tasks; they are often the senior manager’s “right-hand person” who enables them to advance KH strategic objectives and ambitions. They filter and attend to the day-to-day functions that are part of the senior manager’s role so that the executive can focus on the high-level leadership and strategic priorities.  In this specific role, supporting two branch managers who have Branch, Exco and other responsibilities, there will be the need for high levels of autonomy, confidentiality and proactive thinking.

Summary of the key purposes of the role

This will be a full time role supporting the Jersey and Gibraltar Branch Managers

  • Serve as a primary point of contact for both Branch Managers
  • Manage all diary requirements and monitor inbox activity to ensure that items are managed and prioritised

Arrange all travel and accommodation requirements and more broadly oversee the Branch cost budgets for accuracy and adherence to budget and policies.

Summary of responsibilities

  • Deal with high level, confidential and sensitive information on a regular basis and manage the items within the KH policies
  • Determine priority of matters of attention for the executive; redirect matters to staff to handle, or handle matters personally, as appropriate.
  • Keep the executive advised of time-sensitive and priority issues, using automated tools to ensure appropriate follow-up.
  • Diary management
    • Complex and detailed management of multiple diaries using Outlook (both forward planning and any urgent and ad hoc requests), avoiding clashes.
    • Pay special attention to cross jurisdictional time differences and calendar availability of invitees
    • Book internal and external meetings and appointments, meeting rooms, rescheduling of meetings and appointments to ensure there are no conflicts
    • Draft agendas
    • Plan with catering, IT, other partners, or suppliers to facilitate meetings
    • ensure that supported diaries are up to date and contain all relevant information (e.g. accepted or declined, last minute or special arrangements).
  • Ensure the executive is well-prepared for meetings
  • Collect and collate updates from direct reports/relevant people to prepare contributions for meetings
  • Manage printing or dissemination of packs for attendance at regular key meetings, e.g., EXCO, Boards, LBCs etc
  • Manage time in diaries to allow executive appropriate time to prepare and read relevant documents
  • Attend meetings when required
    • Take minutes or notes as required and/or transcribe meetings and circulate for checking
  • Email management
    • Manage inboxes (own and those of the executive)
    • Screen requests, enquiries and emails and deal, delegate or diarise as appropriate
  • Deal with written correspondence, write letters and emails, take dictation, draft agendas, put together presentations and other materials, as requested
    • Compose and prepare letters relating to routine correspondence for the executive's signature.
    • Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
  • Produce documents, briefing papers, reports, and presentations as required using Word, PowerPoint, Excel, Visio and, on an ad hoc basis, carry out specific projects and research
  • Arrange and manage travel, hotel, and taxi bookings, to include:
  • Adherence to KH’s Travel and Expenses Policy
  • Management of Travel Authorisation Forms
  • Liaising and booking with Concur and/or other travel providers, when permitted by policy
  • Making bookings with credit cards and maintaining records on behalf of executive
  • Research and comparison of prices, timings, alternative routes, when required
  • Submitting Out of Policy Forms
  • Book taxis or other transport, on request
  • Prepare, reconcile, and submit Expense Claims incl any Out of Policy forms – dealing with respective authorisations
  • Monitor expenses (under the executive’s control) against budget and suggest corrective action as required.
  • Liaise and build amicable working relationships with internal and external assistants to ensure straightforward dealings in all aspects of the role
  • Know and comply with the regulations, rules, and procedures, internal and external applicable in the context of the entities and achieve all mandatory training within prescribed.
  • Perform all duties in accordance with the principles outlined in the SG Code of Conduct, as well as the policies and procedures relevant to your responsibilities, to ensure that you adhere to a culture that treats clients fairly and focuses on the long-term sustainability of client relationships.

Profile required


  • Individual contributor competencies as defined in the SG Leadership Model
  • Excellent written and verbal communication skills
  • Time management skills
  • Ability to pay attention to detail
  • Organisation skills
  • Ability to multitask
  • Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
  • Exceptional writing, editing and proofreading skills
  • Interpersonal skills

Why join us

People join for the impact they can have on us. They stay for the impact we have on them. A flatter structure offers visibility and exposure beyond that of our competitors, so you know our names, and we know yours. It's personable, human, and inspires success through passion. By encouraging open mindedness and a willingness to share ideas, we have adapted to market changes and thrived through innovation. Bringing words like “hard work” and “dedication” together with “community” and “respect” has enabled us to work collaboratively and build our future together. We call this Team Spirit and it's what makes us different. It's what makes you different.

Business insight

If you feel you have the required experience and qualifications, then please apply to the SG Resourcing Team, and we will manage your application. At Société Générale, we believe our people are our strength and are core to the success of our business. As such, we search for, recruit and appoint the best available person on the basis of aptitude and ability, regardless of sex, marital or civil partnership status, race, colour, nationality, ethnic or national origins, pregnancy, disability, age, sexual orientation, religion, belief or gender identity.

We are an equal opportunities employer and we are proud to make diversity a strength for our company. Societe Generale is committed to recognizing and promoting all talents, regardless of their beliefs, age, disability, parental status, ethnic origin, nationality, gender identity, sexual orientation, membership of a political, religious, trade union or minority organisation, or any other characteristic that could be subject to discrimination.

Reference: 23000EIH
Entity: Kleinwort Hambros
Starting date: 2023/06/26
Publication date: 2023/04/28