Executive Assistant - 13 month FTC

Shawbrook provides finance to a wide range of customer segments that value the premium experience, flexibility and certainly we deliver. We are a purpose-led organisation, with a focus on delivering long-term sustainable value for all our stakeholders.

We have a diversified offering, with our innovative lending propositions tailored to meet specific customer needs in carefully selected markets across SME, Real Estate and Personal. Our products range from complex structured credit facilities for growth-focused businesses to mortgages for professional landlords and property investors, as well as simple loans for consumers delivered digitally. We fuel our lending through customer deposits, which we attract by delivering a premium experience, choice and consistently great value to smart savers.

The business model we have created is unique and difficult to replicate, with our ‘best of both’ approach combining deep human expertise with advanced digital, tech and data capabilities. This combination not only allows us to deliver excellent customer experiences, but to do so efficiently and at scale. We are proud of our innovative and agile culture, which drives consistently high employee engagement scores and makes Shawbrook an attractive destination for the best talent. If you’re willing to roll up your sleeves, contribute new ideas and believe anything is possible, you’re our kind of person.

Work with us because you:

• Want to be part of a bank built for the dynamics of the modern world
• Relish a challenge and enjoy a fast-paced, innovative and hardworking culture
• Enjoy finding new and better ways to solve complexity and make things happen
• Want to belong to a diverse culture that stands shoulder to shoulder with minority and underrepresented groups
• Care about society and the environment and want to be part of a business that cares too
• Want to continue to grow professionally and be the best version of yourself

Executive Assistant Charter

BAU:

• Internal/External meetings/ 1:1s, Mid & End Year Reviews / Mentoring Sessions /Divisional ExCo meetings, Townhalls, committee meetings, investors, stakeholders
• Handle ExCo member correspondence / post
• Register ExCo for External Conference / lunches / dinners

Meeting Coordination:

• Room Layout: Arranging the room setup.
• Attendees: Facilitating between 10-40 attendees.
• Catering: Choosing menus and accommodating dietary requirements.
• Accommodations: Booking hotels for ExCo members.
• Dining: Reserving restaurants.
• Documentation: Preparing necessary documents/packs
• Travel: Arranging taxis, flights, trains, and ensuring the itinerary is in the diary.
• Scheduling: Moving meetings when needed, accepting/declining all invites.
• Keep inbox up to date/ emails flagged and filed for ease of cover by other EA’s
• Teams and rooms provided in each meeting as they link to the invite.

Korbyt Management:

• Book all rooms through the online system for each meeting
• Manage extra desk seating in the office
• Adjust room bookings when meetings are rescheduled
• Make sure all Outlook invites link to a room and external visitors are added to the room and registered with reception

Diary/Email Planning: CEO / CFO always looked after when in London office along side own Exco members. Exco members are split between team but they always cross over so an understanding off all 10 will be needed on some level.

1. • Team Coverage: Cover for up to 6 ExCo members during team holidays/sickness.
   • Daily Checks: Forward Planning ensuring free time as been schedule, no clashes etc.
   • Future Planning: Plan up to 1 years in advance, proactively booking and holding dates.
   • Initiative: Book ExCo members' time for preparation and review.
   • Agenda Updates: Update the ExCo agenda list with new items as they arise.
   • Send responses to email on behalf of Exco members
   • Distribute complaint letters/ post as appropriate via email

Exco Meetings (own Exco and team Exco)

• Exco Committee Meetings: Own and schedule 12 months in advance
• Prepare/circulate agendas, prepare meeting packs, file all papers, organise logistics of meeting, add teams details and invites
• Make sure all teams details are correct, regarding who is the host and if recording is needed
• Send presenters their time slots to join meeting

Expenses / Invoices

• Manage milage, personal/work expenses, gift & hospitality form completion

HR Hub

• Approve your Exco direct reports holiday/sickness, and add to diary

Board IQ

• Add any material to Board IQ for ExCo members / understand and be able to use proficiently
• Be able to make Exco packs in managers absence / and Board if needed.
• Packs will be different for each division depending on who you will cover.

IT

• Help with IT problems, arrange all equipment for new Exco, update distribution list
• Have a good understanding of AI – Co pilot / Claude / Chatgpt

Additional support offered

Help Events with divisional Events, help with number of attendees, menu choices, travel, hotels etc

• Arranging Board IQ papers/pack for non Exco members
• Assistance for Direct Reports ad hoc
• Assisting with preparation of new joiner induction schedules and scheduling of sessions
• Helping non Exco staff with flex room bookings

Experience Requirements

• Proven working experience as Executive Assistant at least 03 years
• The applicants should have experience in the following area(s): Exec level / Stakeholders / Non-Executive
• The applicants should have experience in the following business area(s): Financial Services

Educational Requirements

• GCSE / A level / Degree

Additional Requirements

• Highly experienced candidates will be given to preference.
• Good inter-personal skills / confident / professional and discrete
• Proficiency in MS-Office / AI Software / Teams / Board IQ / Room booking systems
• Able to work under pressure and 100% aligned with company rules & regulations.

Your Wellbeing - We take your health and well-being very seriously by providing a range of benefits to give you and your family peace of mind. These include:

• Market leading family friendly policies such as access to our Maternity, Adoption and Paternity policies from Day 1 of your employment
• Free access to Headspace, a mindfulness & meditation digital health app
• Free access to Peppy digital health app that offers personalised support through fertility treatment becoming a parent or menopause
• EAP (Employee Assistance Programme) - Offering you support on a wide range of subjects including financial concerns, mental wellbeing and more general queries around family, work, housing, and health
• Cycle to work scheme
• Discounts on gym membership
• Contributory pension scheme & death in service

Your Lifestyle - It’s important you strike the right balance between your work and personal life. We provide benefits to support you when at work and when you’re enjoying your leisure time.

• Minimum of 27 days holiday per year
• Option to buy or sell holiday days through our flexi-holiday scheme
• Discounts on gym membership nationwide
• Access to discounts on a range of high street and online brands
• Community support and charitable giving

Your Contribution - We’re focused on rewarding those that go the extra mile in helping us achieve our goals.

• Participation in our annual discretionary bonus scheme designed to reward your contribution to our success
• Proudly Shawbrook recognition scheme focused on recognising our role models and thanking our colleagues for a job well done