Executive Assistant

Mackenzie Stuart are currently partnered with a leading Financial Services investment firm seeking an Executive Assistant / Investor Relations Coordinator to support the Client Capital Management team within the London office. This role combines executive support responsibilities with investor relations, sales coordination, and client servicing activities. The successful candidate will act as a key support to the team by managing investor meeting logistics, coordinating investor communications, maintaining CRM records, arranging extensive travel, and helping ensure the smooth running of day-to-day business operations.

Key Responsibilities

• Organise complex domestic and international travel arrangements, including flights, hotels, ground transport, visa administration, and detailed itineraries.
• Manage expense submissions, corporate card reconciliations, and reimbursement processes in line with internal procedures.
• Coordinate busy diaries and arrange internal and external meetings across multiple time zones.
• Support the scheduling and delivery of investor meetings, including room bookings, virtual meeting set-up, and preparation of materials.
• Assist with the planning of investor visits, ensuring logistics, hospitality, and internal coordination are handled smoothly.
• Keep investor and prospect records up to date within Salesforce and other internal systems.
• Help prepare and circulate investor presentations, briefing materials, and fund documentation.
• Coordinate roadshows, conferences, and client events, including attendee tracking, logistics, presentation packs, and catering arrangements.
• Respond to incoming investor queries and route requests appropriately, ensuring timely follow-up.
• Maintain accurate digital and physical filing systems and support broader document management processes.
• Provide general administrative support to the wider team and step in with cover when needed.
• Assist with ad hoc projects, reporting tasks, and other team requirements as they arise.

Qualifications

• Bachelor’s degree preferred.
• 5+ years’ experience supporting investor relations, institutional sales, client service, senior executives, or other related functions within financial services.
• Background in investment management, private equity, real estate, asset management, or a similar financial services environment preferred.
• Strong organisational and coordination skills, with the ability to manage several priorities at once.
• Experience using CRM systems such as Salesforce, along with investor or client relationship databases.
• High attention to detail and a strong commitment to accuracy in external communications and materials.
• Strong written and verbal communication skills, with the ability to interact professionally with institutional investors, consultants, senior leaders, and internal teams.
• Ability to handle sensitive information with discretion and good judgment.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, as well as Concur, Adobe Acrobat, and other relevant business tools.
• Comfortable working in a fast-paced, collaborative environment while maintaining a professional and client-focused approach.