Job Specifications
Executive Assistant - 1 year FTC - January 2026-27
Company Overview:
Clarasys is a fast- growing and award-winning consultancy with a great team. Founded in 2011, we are a team of around 170 people with offices in the UK and US. We work with some of the world’s sector-leading companies to solve their greatest challenges. Our clients trust us to deliver better ways of doing things because of our different way of doing things.
Embracing a non-hierarchical culture, we foster collaboration, creativity, and inclusivity. ‘Team’ rules over ‘individual’, and development is part of the fabric, not just a training course. Here, you’re encouraged to be yourself, every voice is heard, and every idea is valued, propelling us forward into a future where collective empowerment drives our success.
Here, doing the right thing for our clients is what matters most.
About the role
The Executive Assistant provides proactive, high-quality support to CEO and Chief Client Officer (CCO), ensuring time is focused on the highest priorities. You will manage complex diaries and inboxes, and coordinate key external relationships, primarily between London and our US office in Boston.
You will also own and run the Virtual Assistant (VA) service at Clarasys to ensure seamless continuity of support, high satisfaction across all VA–consultant pairings. The VA service is provided by an external supplier who provides on-demand personal assistants to support the busiest and most senior people in the business.
Key responsibilities- EA
Inbox management: Review inboxes, triaging, archiving, and actioning emails; draft responses and chase where required.
Diary management: Manage diaries, holidays, and prep time, ensuring priorities and sequencing are clear and protected.
Communication & Correspondence: Handle inboxes, team comms, and update signatures/templates.
Meeting & Event Coordination: Schedule meetings and organise events. Book recurring leadership/client lunches and off-sites; organise long‑service celebrations. Coordinate festive dinners, breakfasts, and lunches to ensure a seamless experience.
Task & Workflow Management- Action Monday.com boards and executive priorities.
Client & Stakeholder Support- Maintain client lists, manage on-site logistics
Systems & Records Administration- Add new clients and EA contact details to maintain accurate records, and manage contacts in various campaigns.
Travel & Logistics- Coordinate travel largely between the UK & US
Legal & Compliance- Create & Manage NDAs/MSAs via DocuSign
Governance: Schedule and, when necessary, reschedule Board and other leadership forums.
Key responsibilities- VA managed service
Ensure continuity and satisfaction for all VA- pairings, manage new requests and timely issue resolution.
Match and review pairings to optimise fit, productivity, and consultant experience; run regular service reviews and gather feedback.
Manage VA budget: monitor hours across all VA engagements to ensure they fall within budgeted VA costs;
Purchase additional time proactively when thresholds are reached
Forecast demand and adjust capacity in line with utilisation trends, pipeline signals, and budget constraints.
Provide consistent onboarding for new VAs aligned to Clarasys culture, ways of working, diary conventions, and expenses processes.
Create and maintain training material, calendar etiquette, travel/expenses
Key responsibilities- other
Events coordination, supporting the Ops team / Office Manager / internal teams with the organisation of key company events
Provide administrative support to key ongoing internal projects within the ops team based on current priorities
What you will bring?
Experience: Prior EA experience supporting senior leaders, ideally within professional services, consulting, or a fast-paced operational environment.
Organisation and judgement: Outstanding prioritisation, anticipation of needs, and attention to detail under time pressure.
Communication: Clear written and verbal communication; confident drafting and editing documents and slides.
Tools: Proficient with Google Workspace and able to pick up new systems quickly.
Professionalism: Discretion, confidentiality, and a high standard of integrity
Clarasys is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.
About the Company
We are an employee-owned, award-winning international consulting firm that believes there's a better way to do consultancy. We work across a range of industries including media and information services, public sector, healthcare, not-for-profit, professional services, and financial services, and we have offices in London, UK, and Boston, USA, For Clarasys, doing it right means working together to transform your business fast, tackling your toughest business challenges and delivering the best possible experiences for our clie...
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