Job Description: Branding & Communications – Executive Assistant

General Information

• Hiring Department/Group: Branding & Communications
• Job Title: Executive Assistant
• Office Location: London, UK
• Manager: Chief Communications Officer

Job Function Summary

The global Branding & Communications team is responsible for delivering branding, marketing and communications strategies for Millennium and WorldQuant, a global quantitative asset management firm. This role provides the opportunity for an organized and enthusiastic candidate to support the Chief Communications Officer and the Branding & Communications senior leadership team. This is a role which is central to the whole team and ensures the successful day-to-day running of the function. There are learning and development opportunities for the role, which will sit at the heart of a busy and energetic Branding & Communications function, working closely with the Chief Communications Officer.

Principle Responsibilities

• Calendar Management: Monitor and adjust executives’ calendars across multiple time zones, provide reminders, accommodate last-minute changes, and coordinate with other executive assistants and team members.
• Travel Coordination: Research, book, and coordinate domestic and international travel for executives, ensuring all necessary documents are in place and itineraries are updated.
• Expense Management: Prepare and submit expense reports promptly.
• Meeting & Event Logistics: Plan, coordinate, and attend team meetings and events, assisting with on-site logistics.
• Administrative Support: Maintain records of team invoices and receipts, submit weekly timesheets for executives, prepare materials for meetings, and assist in creating presentations.
• Confidentiality: Exercise sound judgment and discretion in handling highly confidential information.
• Additional Duties: Provide personal assistant duties and other related projects as required.

Qualifications & Skills

• Bachelor’s degree.
• Minimum of 5+ years in a similar role with a proven track record of excellent performance. Prior experience as an Executive Assistant for C-Level executives is a plus.
• Strong verbal and written communication skills.
• Ability to prioritize tasks in a fast-paced and constantly changing environment with a high sense of urgency.
• Friendly, cooperative, and an excellent team player with a proactive approach.
• Quick learner, detail-oriented, and demonstrates thoroughness and strong ownership of work.
• Proficiency in Microsoft Office, especially Outlook, and other computer-based programs.