Job description
NovaSphere Ltd. is seeking an experienced Executive Secretarial Assistant to join our dynamic London team. This role supports senior leadership, ensures smooth daily operations, and upholds the highest standards of professionalism. If you excel at calendar management, communications, and confidential support, we'd love to hear from you.
In this premium role, you will be the right hand to executives, transforming busy schedules into organized, efficient workflows while maintaining discretion and impeccable communication with internal teams and external partners. We offer competitive compensation, a collaborative culture, and opportunities for career growth.
What you’ll love about this role: a modern, high-performance environment, clear advancement tracks, and the support you need to thrive in a fast-paced setting.
Responsibility
- Manage complex executive calendars, scheduling meetings across multiple time zones with precision.
- Prepare meeting materials, agendas, and take accurate minutes; distribute action items and follow up.
- Screen and route calls, respond to inquiries, and manage high-priority email correspondence with professionalism.
- Coordinate travel arrangements and itineraries, including visa, accommodations, and expense reporting.
- Draft, format, and proofread documents, reports, and presentations to a polished standard.
- Liaise with internal departments and external partners to ensure seamless communication and project support.
- Support office operations, onboarding of new hires, and maintain efficient filing systems and records.
Qualification
- 2+ years of secretarial or high-level administrative experience supporting executives.
- Advanced proficiency with Microsoft Office, Google Workspace, and modern productivity tools.
- Excellent written and verbal communication skills; professional demeanor and strong interpersonal skills.
- Outstanding organizational and time-management abilities; ability to multitask and prioritize effectively.
- Discretion and confidentiality when handling sensitive information and communications.
- Experience with calendar management tools (Outlook/Google Calendar) and travel coordination.
- High school diploma required; associate degree or relevant certifications preferred.