Hybrid Executive Assistant

at Lendscape

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: Professional Certificate
• Location requirements: Hybrid, London, United Kingdom

About the role

• Executive Assistant providing comprehensive administrative support to the Executive team at Lendscape. Managing office operations and facilitating effective leadership interactions in a hybrid environment.

Responsibilities

• Act as the first point of contact for visitors, creating a warm and welcoming environment at the front desk.
• Answer and direct incoming phone calls, emails, and inquiries to the appropriate person or department.
• Set up rooms for external meetings and organise catering as required
• Assist with onboarding new employees creating a smooth first-day experience as well as managing an effective leavers process (clearing out of lockers & keys, returning company equipment)
• Assist with the planning and execution of company events, including team meetings, training sessions, celebrations, and client-facing events.
• Provide support and office presence support for Senior EA when on leave
• Maintain Induction packs and org charts
• Arrange and manage travel logistics for events, ensuring adherence to budget and timelines, with clear tracking and follow-up.
• Attend governance meetings and accurately take minutes, managing follow-ups and action tracking for SLT and OMT meetings.
• Support coordination of leadership offsites, town halls, and other strategic meetings.
• Drive operational efficiency by identifying and implementing process improvements across day-to-day office functions.
• Drive operational excellence setting best practices and standards for efficiency and effectiveness.
• Act as an advocate for a positive, high-performance workplace culture, fostering collaboration and professional development.
• Be the primary provider of Executive Support to designated members of the Exco.
• Serve as the primary point of contact for building management and external vendors for maintenance, cleaning, repairs, and service requests.
• Conduct routine inspections of the office space to ensure cleanliness, safety, and functionality.
• Manage access card provisioning and administration in collaboration with WeWork and IT via Account Central.
• Manage locker allocations from assignment to deactivation, ensuring a smooth process for all employees
• Handle incoming post, collection and distributing it efficiently twice weekly, and manage outbound post operations
• Support in drafting formatting and managing legal documents e.g. contracts, NDA’s and agreements.
• Conducting legal research and summarising findings
• Coordinates regulatory submissions, including Companies House documents Inc upload of legal docs to the website (Corporate Governance Statement). Diarising key deadlines and ensuring they are met.
• Facilitates document signing via DocuSign and manages cross-functional approvals efficiently.
• Supports Data Privacy and compliance initiatives, including SAR requests and audit documentation.
• Provides administrative support for strategic projects and serves as minute-taker during incident or crisis management meetings.
• Collaborates across teams to anticipate needs, implement process improvements, and enhance operational efficiency. Finance and Operational support
• Processing invoices, payments, and purchase orders
• Managing accounts payable (AP) and accounts receivable (AR) to ensure smooth financial operations
• Preparing financial reports and data for management review
• Supporting budget tracking and forecasting activities
• Maintaining accurate financial records and databases
• Support CFO with Audit preparation including– setting up board packs, diarising deadlines for papers
• Arranging signing of banking documents
• Support with cross functional strategic projects
• Day to day management of safety – implementing effective measures to control Safety, Health and Environmental risks in the office on a day-to-day basis
• Ensuring compliance with legal Health & Safety obligations, including temporary or emergency measures as required for Business Continuity.
• Manage and update key policies including Health & Safety, Fire, Environmental, Sustainability, and create new ones as necessary
• Review and develop Health & Safety training as required
• Being the first point of contact for benefits queries.
• Administering Lendscape benefits package (liaising with providers, first point of contact for employees, ensure paperwork is up to date, etc.)
• Administering all joiners and leavers into the scheme
• Liaising with providers in respect of general and technical queries, including claims on behalf of employees
• Communicating and promoting on a regular basis the Lendscape benefits package to all employees
• Developing and organising our annual Wellness Day to showcase our wellbeing programme each year.

Requirements

• 2+ years in legal or finance position with legal certifications or working towards
• You will have a background working in a fast-paced demanding environment, (tech industry desirable but not essential).
• You will have an excellent track record of building and maintaining strong working relationships.
• Strong interpersonal skills ability to communicate with all levels of the business.
• Excellent writing skills in order to communicate effectively via email and produce high quality correspondence.
• Focused and systematic, ability to manage and prioritise multiple demands. You will effectively manage your time between completing any ad hoc requests and fulfilling your normal day-to-day responsibilities.
• High level of resilience and ability to remain calm under pressure will enable you to deal with ambiguity as well as work effectively within certain constraints and timelines.

Benefits

• Private medical care and cash plan
• Flexible working hours
• Continuous training and learning and development opportunities
• Cycle scheme and sponsored gym
• Wellness and mindfulness perks
• Colleague volunteering
• Life assurance
• Opportunity to work alongside a global team delivering innovative technology