Executive Assistant

• Coordinate and manage monthly UK and Rest of World payroll processes
• Work with the People Team and third-party payroll providers to ensure payroll information is accurate and timely
• Coordinate Finance activities in the monthly payroll cycle and resolve discrepancies
• Review payroll amendments and investigate items that do not reconcile
• Prepare and post UK and Rest of World payroll journal entries
• Perform payroll-related balance sheet and account reconciliations
• Analyse payroll accounts and investigate variances
• Maintain confidentiality, controls, supporting documentation and audit trails
• Identify payroll accounting issues and control risks and escalate them appropriately
• Perform corporate bank account reconciliations and associated journal entries
• Support balance sheet reconciliations, General Ledger, month-end and year-end activities
• Participate in the annual audit and respond to audit requests
• Maintain process documentation and support improvements to processes and controls
• Build relationships with Finance colleagues, the People Team and external payroll providers
• Act as a Finance point of contact for payroll accounting and reconciliation matters
• Support knowledge sharing, cross-coverage, ad-hoc Finance requests and process-improvement initiatives

Senior Assistant, Finance – General Ledger, Payroll

• Provide day-to-day operational support across Accounts Payable, Accounts Receivable and Treasury
• Process and review invoices, purchase orders and other financial transactions
• Support preparation, review and execution of payment runs, including manual and ad-hoc payments
• Perform transaction reviews and approvals within delegated authority
• Complete supplier, account and payment reconciliations and resolve discrepancies
• Support Treasury operations and payment execution using Kyriba and other relevant systems
• Ensure compliance with financial processes, controls and approval requirements
• Investigate and resolve payment, invoice and account queries
• Manage Finance support tickets through Freshdesk
• Support the quarterly client statement process for the AMRA business unit
• Identify opportunities to improve payment, AP/AR and Treasury processes
• Maintain process documentation and support knowledge sharing and cross-training
• Build relationships with Finance and wider business colleagues
• Support broader Finance projects and process-improvement initiatives
• Develop knowledge of Kobalt’s Finance and Treasury processes, systems and controls
• Take ownership of processing, reconciliations, payment support and queries with increasing independence
• Contribute to stronger controls, simplified processes, improved efficiency, documentation and team cross-coverage

Senior Assistant, Finance – Treasury

• Assist with configuring, building out, and maintaining the backend of SimplePractice
• Coordinate transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records
• Consolidate Updox fax, Converge payment processing, and third-party bookkeeping into SimplePractice's unified billing and portal ecosystem
• Support administrative workflows for the January 1st office move, including provider credentialing address updates, phone-system adjustments, and website synchronization
• Manage overlapping professional and personal calendars
• Coordinate continuing medical education (CME) travel schedules and streamline daily appointments
• Process psychiatric prior authorizations
• Coordinate prescription refill workflows via EHR
• Organize electronic and uploaded document backlogs
• Manage practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries
• Serve as the primary point of contact for patients and families
• Handle sensitive interactions involving anxious clients, child custody desk requirements, and adolescent behavioral contexts
• Identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil according to practice protocols

Medical Practice Virtual Assistant

• Provide high-level executive and operational support to the Plant Director
• Coordinate, consolidate and present management information, KPIs and business reporting
• Prepare daily, weekly and monthly site-wide and departmental management reports
• Maintain documentation, confidential records and SQDCP reporting
• Coordinate on-site and off-site meetings
• Oversee reporting and database platforms
• Manage digital site communications and act as a point of contact for corporate communications
• Create and manage SharePoint information and Microsoft Teams structures
• Organise and administer events, customer visits and training events
• Coordinate employee travel, vehicle administration, meeting spaces and merchandise
• Support engagement surveys and employee awards administration
• Provide cross-functional administrative support across HR, purchasing, facilities and other site activities
• Maintain management team annual leave and sickness records
• Update and develop Microsoft Excel business reporting
• Identify opportunities to improve and standardise administrative processes
• Support new systems for daily KPIs, SQDCP and NAV
• Act as a contact for charity, school, business and community enquiries
• Liaise with internal decision-makers regarding community opportunities

Site Executive Assistant

• Research organizations in England and Wales with approximately 1,000–10,000 employees
• Identify companies with meaningful HR/People functions, management populations, and organizational complexity
• Research growth, restructuring, transformation, management-development, workforce-change, and employee-support signals
• Evaluate publicly available information to determine commercial relevance
• Identify senior HR, People, Operations, Transformation, and organizational-development decision-makers
• Identify and verify professional/company email addresses of relevant decision-makers where reasonably obtainable
• Research direct, warm, second-degree, and other relevant access routes
• Prepare concise, source-backed prospect briefs
• Explain organization fit, relevant triggers, timing, business signals, decision-makers, contact information, access routes, and research hypotheses
• Prioritize opportunities based on fit and available evidence
• Distinguish factual findings from research-based inference
• Ensure findings and hypotheses are traceable to identifiable source evidence
• Deliver services professionally according to agreed timelines, guidelines, and deliverables
• Support clients with business efficiency, service delivery, or operational functions through task-specific services

B2B Market Research, Prospect Intelligence Virtual Assistant

• Provide maternity leave cover for the fractional Executive Assistant
• Support the CEO with inbox, diary, calendar, time management, personal administration, and follow-up tracking
• Gatekeep the CEO’s time and schedule meetings and appointments
• Organise domestic and international travel, including flights, lodging, and logistics
• Plan, organise, book, and budget internal team events
• Create processes and systems to improve the CEO’s effectiveness
• Support the COO as an office manager and assist the wider team with operations requests
• Manage expenses, invoicing, and internal finance records for submission to accounting partners and payroll processing
• Review and approve team travel requests and make bookings for colleagues
• Act as the first point of contact for day-to-day team queries, meeting support, internal processes, policies, and IT questions

Fractional Executive Assistant

• Coordinate Director schedules, resolve scheduling conflicts, and protect focus time
• Issue reminders for investor calls, conveyancing deadlines, and networking events
• Manage asynchronous updates and convert voice notes and messages into daily task priorities
• Organize, track, and chase property documents including Memorandums of Sale, valuation reports, signed loan agreements, and Deeds of Trust
• Maintain records of outstanding solicitor and lender queries to support property completions
• Keep property spreadsheets, entity structures, and deal tracking sheets updated
• Help select, implement, and manage task-tracking tools such as Trello, Asana, or Google Workspace
• Standardize document naming conventions and maintain organized Google Drive folders
• Identify operational bottlenecks and establish Standard Operating Procedures
• Maintain investor tracking spreadsheets and assist with presentation collateral
• Collect project updates, case studies, and deal milestones for social media scheduling

• Manage the day-to-day schedule for the VP of EMEA, including calendaring and booking internal and external meetings and commitments
• Coordinate internal and external meetings, including 1:1s, board meetings, and partner meetings, and assist with related documentation
• Oversee travel arrangements and logistics for the leadership team, including flights, accommodations, scheduling, and expense reconciliation
• Serve as a strategic partner to the executive by orchestrating cross-functional initiatives that improve productivity and effectiveness
• Work with department leads on strategic planning, priority management, and executive productivity
• Manage daily operations for the Revenue Executive Assistant team, including 1:1s, performance management, and career development
• Identify process improvements and proactively take on tasks that increase leadership team productivity
• Coordinate team events and community-building activities
• Communicate with internal and external stakeholders while maintaining strict confidentiality

Manager, Executive Assistants – Revenue

• Manage a complex and fast-paced executive diary
• Coordinate meetings and appointments, identifying scheduling challenges and aligning stakeholders
• Prepare meeting agendas, briefing materials and supporting documentation
• Support Board and executive leadership meetings, including planning, logistics and follow-up actions
• Coordinate preparation and distribution of Board papers, presentations and executive communications
• Act as a key contact for senior internal and external stakeholders
• Manage and prioritise incoming correspondence, ensuring timely responses and appropriate escalation
• Organise leadership events, company meetings and other business activities and manage logistics
• Coordinate domestic and international travel arrangements, including contingency management
• Handle confidential and commercially sensitive information with discretion
• Support projects, reporting and continuous improvements across the executive office

• Relaunch and manage the client's newsletter
• Organise and maintain an approximately 800-contact subscriber database
• Repurpose existing content, transcripts, and previous materials into newsletter content
• Format, schedule, and send newsletters
• Maintain mailing lists and monitor newsletter performance
• Suggest improvements for future newsletter editions
• Send emails to existing contacts in manageable batches
• Follow up with prospects when requested
• Maintain contact databases and track responses
• Provide inbox management, calendar scheduling, appointment coordination, document organisation, file management, data entry, simple document preparation, and research support
• Repurpose existing content into social media posts
• Schedule social media content and create simple graphics in Canva when needed
• Monitor comments and messages where appropriate
• Support customer follow-ups, CRM updates, research projects, event administration, workshop support, new client assistance, and process documentation as the role develops
• Help reduce administrative workload and improve business efficiency with minimal supervision

Executive Assistant jobs in United Kingdom

Senior Assistant, Finance – General Ledger, Payroll

Senior Assistant, Finance – Treasury

Medical Practice Virtual Assistant

Site Executive Assistant

B2B Market Research, Prospect Intelligence Virtual Assistant

Fractional Executive Assistant