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Executive Office Associate
This is a high-trust opportunity at the centre of an ambitious, fast-scaling business. Working directly with our CEO, you will have the authority, access and judgement to manage his time, communications, travel and interactions so he can focus on the work that matters most. This is not a traditional administrative role. You will bring order to a demanding, fast-moving schedule, act confidently on the CEO’s behalf and create the discipline and follow-through that keeps colleagues, leaders and external stakeholders aligned. You will need to be calm, resilient and comfortable operating at pace: anticipating what is coming, challenging when needed and solving problems before they arise.
Requirements
At FIL, how we deliver matters as much as what we deliver. In this role, that means combining sharp organisation with excellent judgement, emotional intelligence, absolute discretion and a rigorous standard of written communication. You will be strong under pressure, highly focused and comfortable supporting a CEO who moves at exceptional pace. You will bring calm and discipline without becoming passive, and warmth without confusing trusted relationships with friendship.
You will be curious and motivated by more than administration. You will notice what others miss, ask thoughtful questions, decode unfamiliar information quickly and take ownership. You will know when to act, challenge or escalate, and you will build trust through consistency, judgement and follow-through. For the right person, this role can become indispensable in its own right or open the door to other opportunities across FIL as the business grows.
You will be curious and motivated by more than administration. You will notice what others miss, ask thoughtful questions, decode unfamiliar information quickly and take ownership. You will know when to act, challenge or escalate, and you will build trust through consistency, judgement and follow-through. For the right person, this role can become indispensable in its own right or open the door to other opportunities across FIL as the business grows.
Key Responsibilities
Protecting the CEO’s time and focus
You will bring structure to competing priorities and ensure the CEO’s time is focused where it creates the greatest value.
Meetings, decisions and follow-through
Communications and trusted relationships
You will help the CEO stay responsive and connected while handling information with care, discretion and good judgement.
The office experience
You will also help ensure our Jersey office runs smoothly and feels organised, welcoming and effective for everyone.
You will bring structure to competing priorities and ensure the CEO’s time is focused where it creates the greatest value.
- Own and actively manage a complex diary, using full delegated authority to prioritise, decline, delegate or reschedule requests with sound judgement.
- Manage travel, logistics, expenses and executive administration end to end, protecting the CEO’s energy as well as his time.
- Understand the CEO’s priorities, commitments and working style deeply enough to make confident decisions and keep him focused, prepared and moving.
- Create a clear daily and weekly rhythm, briefing the CEO on priorities, decisions, logistics and emerging business matters.
- Anticipate pressure points, dependencies and changes before they become problems, proposing practical solutions and next steps.
Meetings, decisions and follow-through
- Coordinate leadership, Board, shareholder, investor, client and external meetings, ensuring the right people, agenda, context and materials are in place.
- Support the senior leadership team through excellent coordination, meeting management and disciplined follow-through rather than traditional PA support.
- Capture decisions, commitments and actions, then hold owners to account with confidence, tact and persistence so deadlines do not drift.
- Turn meeting outputs into concise, accurate notes and actions, using Copilot and transcription tools intelligently to improve speed and quality.
Communications and trusted relationships
You will help the CEO stay responsive and connected while handling information with care, discretion and good judgement.
- Manage the CEO’s inbox with full access and delegated authority, triaging priorities, drafting or sending replies and ensuring important communications are progressed.
- Write with exceptional accuracy, judgement and professionalism, adapting tone for colleagues, clients, Board members, shareholders, investors and other sophisticated, time-poor stakeholders.
- Build trusted relationships without relying on familiarity: read situations well, manage access confidently and know when to challenge, escalate or hold a boundary.
- Handle sensitive commercial, people and governance information with absolute confidentiality and discretion.
- Act as a credible, welcoming and responsive representative of the CEO and FIL.
The office experience
You will also help ensure our Jersey office runs smoothly and feels organised, welcoming and effective for everyone.
- Take ownership of practical office coordination, spotting and resolving issues before they affect colleagues or visitors.
- Help create an office environment that runs well, feels good and reflects the standards of our business.
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