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Executive Assistant (Maternity Cover)

Location: London, United Kingdom
# of Openings: 1


Travelzoo is a global media commerce company. With 25 offices and more than 28 million members in Asia Pacific, Europe and North America, we publish outstanding deals from over 2,000 travel, entertainment and local companies. 

We are now looking for an Executive Assistant to join our team for a maternity cover, you will be based our busy Covent Garden office.

Responsibilities include but are not limited to:

- Extensive diary management – including scheduling and coordinating internal & external meetings & client lunches 
- Organising complex, multi-city travel itineraries including the arrangement of transfers, visas and restaurant arrangements 
- Event planning and management ideally for a party size for 100+ people 
- Providing administrative assistance and making travel arrangements for other senior managers within the EU management team as required 
- Submission and management of expense claims on behalf of EU President and his management team
- Prioritising incoming requests and acting as a gatekeeper to EU President
- Organising quarterly EU Management Meetings (offsite)  including booking venue and organising dinners & team building activities as required
- Organising fun and engaging quarterly team/social events for London / Manchester offices as well as annual UK Christmas party and / or EU Company Meeting  
- Review and process holiday & absence requests using in-house system
- Assist PR department in organising various client events 
- Preparing documentation (reports, presentations, letters) as required 
- Take notes/minutes of meetings as required
- To undertake general administration tasks, including correspondence, inquiries, phone calls and associated follow up

Candidate Profile:

- Extensive previous experience as an Executive Assistant 
- Being able to speak either French, German or Spanish would be an advantage  
- Must be extremely organised with excellent multi-tasking skills 
- Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook), knowledge of Concur and Egencia systems advantageous
- Excellent calendar management skills, including the coordination of complex executive meetings and scheduling across numerous internal contacts and multiple time zones
- Experience making complex domestic and international travel arrangements
- Proactive attitude and ability to anticipate needs of the President and wider team
- Ability to take control and manage tasks independently 
- Self-starter who is flexible with changing and often ambiguous responsibilities 
- Desire to be busy and work in a fast-paced environment
- Team player with excellent communication and interpersonal skills who enjoys and is comfortable interacting with senior level executives and staff at all levels in the organisation 

Previous Applicants:

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