Executive Assistant

About ZILO:

At ZILO™, we’re focused on transforming technology with a unified solution that redefines possibilities. Our mission goes beyond digital transformation—it’s about enabling our users to modernise and expand their services in a way that’s built to last.

This journey of transformation requires strong, collaborative relationships to craft a single, seamless global solution. With a design-driven approach and a strong drive to push boundaries, our team has crafted a platform that addresses the full breadth of global transfer agency, providing firms with the agility and reliability legacy systems never could.

We value collaboration, creativity, and continuous improvement. Our team is committed to achieving our goal of becoming the market-leading solution in tech. If you’re passionate, interested in tech and looking to make a meaningful impact, we’d love to hear from you and explore how you can join us on this transformative journey.

Role Description:

We are seeking a highly organised and proactive individual to support the Head of CEO office and Executive Board members. The ideal candidate will be responsible for managing complex calendars, coordinating travel arrangements, handling expense claims, preparing for meetings and general office management. The role requires a high level of professionalism, discretion, and the ability to work both independently and as part of a close team in a fast-paced and demanding environment. There is a requirement to attend the Canary Wharf office 2-3 days most weeks, with remote working in place outside of this requirement.

Requirements

Key Responsibilities:

Diary Management:

• Assist in managing the schedules of CEO and other Executive Board members and assist in the scheduling of Board meetings.
• Coordinate and prioritise meeting requests, ensuring efficient time management.

Travel Coordination:

• Assist in arranging domestic and international travel, including flights, accommodation and ground transportation where necessary.
• Prepare detailed itineraries, liaising with clients and key partners, ensuring seamless travel arrangements and effective time management.

 Expense Management:

• Process expense claims for Executive Board members via ApprovalMax.
• Ensure compliance with company policies and timely reimbursement.

 Meeting Preparation:

• Assist in the preparation of agendas, briefing materials, and presentations for meetings where required.
• Take minutes during meetings and follow up on action items as/when needed.

Communication:

• Serve as key point of contact between Executive Board members and internal/external stakeholders.
• Draft and manage correspondence, ensuring timely and accurate communication.

Administrative Support:

• Assist with special projects and event planning as required.
• Maintain confidentiality and handle sensitive information with discretion.

Key Qualifications:

• Proven experience as an Executive Assistant or in a similar role supporting senior executives.
• Excellent organisational and time-management skills.
• Ability to work under pressure in a demanding environment.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and handle multiple tasks simultaneously.
• Strong team player with friendly and helpful approach
• High level of discretion and professionalism.

Benefits

• Enhanced leave - 38 days inclusive of 8 UK Public Holidays  
• Private Health Care including family cover  
• Life Assurance – 5x salary  
• Flexible working-work from home and/or in our London Office  
• Employee Assistance Program  
• Pension  
• Buy and Sell holiday scheme 
• The opportunity for “work from anywhere/global mobility”