Executive Assistant

About Actis

In October 2024, General Atlantic acquired Actis, which now operates as its Sustainable Infrastructure business alongside its existing strategies in Growth Equity, Credit, and Climate. Actis is a leading global investor in sustainable infrastructure, delivering competitive returns for institutional investors and measurable positive impact for the countries, cities and communities in which it operates. Actis invests in structural themes that support long-term, equitable growth in defensive, critical infrastructure across energy transition, digitalization transition, and supply chain transformation. The firm’s decades of global experience, operational know-how and strong culture allows it to create global sustainability leaders at scale. Since inception, Actis has raised $26 billion to invest in a better tomorrow. Actis is a signatory to the United Nations backed Principles for Responsible Investment (UNPRI), an investor initiative developed by the UNEP FI. The firm has consistently been awarded the highest rating score in the UNPRI independent assessment. You can learn more about Actis at www.act.is.

Key Purpose of Role

This role provides comprehensive Executive Assistant support to the HR Business Partners and L&D Lead within the Human Capital Management (HCM) team in London. The primary focus is outstanding organisational and scheduling excellence, ensuring the smooth running of a fast-paced, people-focused function. The role also carries a meaningful supporting contribution to Learning and Development (L&D) initiatives, providing coordination and administrative backbone to the firm’s talent development programmes. The successful candidate will bring not only first-rate administrative capabilities but also curiosity, emotional intelligence, and the poise to manage relationships and drive clarity among senior stakeholders, collaborating globally with other Executive Assistants and demonstrating a ‘white glove’ service mentality in all interactions.

Key Responsibilities (this list is not exhaustive)

Organisational & Scheduling Excellence

• Provide proactive, high-quality diary management using MS Outlook, anticipating scheduling needs, resolving conflicts, and ensuring the senior leaders’ time is optimised at all times.
• Coordinate complex internal and external meetings, including all logistics such as room bookings, AV requirements, catering, and guest management.
• Manage and prioritise a high volume of scheduling requests and recruiting coordination, exercising sound judgement to triage and escalate where appropriate.
• Arrange domestic and international travel, including itineraries, visas, accommodation, and ground transportation, ensuring seamless logistics.
• Monitor and manage incoming correspondence, flagging priority items and preparing responses or briefing notes as required.
• Respond to internal and external queries with professionalism.
• Maintain well-organised electronic filing systems, ensuring information is accessible and up to date.

Learning & Development Support

• Coordinate the scheduling and logistics of L&D programmes, workshops, and training sessions, including venue sourcing, calendar invitations, and participant communications.
• Maintain L&D calendars and tracking documentation, ensuring all stakeholders are informed of upcoming learning events.
• Assist in the preparation of training materials, presentations, and post-session follow-up communications.
• Liaise with internal stakeholders and external training providers to ensure seamless delivery of learning initiatives.
• Support the onboarding process by coordinating induction schedules and ensuring new joiners are set up for success from day one.
• Assist with tracking participation data and feedback for L&D programmes, maintaining accurate records for reporting purposes.
• Provide administrative support for the current and future firm's learning technologies, currently including LinkedIn Learning and SAMA coaching platforms, managing enrolments, sending completion reminders, and pulling participation reports.
• Maintain a tracker of approved vendors and coaches, coordinating onboarding, contracts, and invoice processing in liaison with Legal and Finance.

General HCM Team Support

• Assist in preparing high-quality presentations, reports, and briefing documents for internal and external audiences.
• Support the organisation and delivery of team events, including logistics, communications, and on-the-day coordination.
• Provide ad hoc project and administrative support to the broader HCM team as required.
• Manage invoices, expenses and travel budgets, processing claims accurately and in a timely manner.
• Provide buddy support and absence cover for fellow Executive Assistants across the wider team.

Qualifications

• Extensive Executive Assistant and/or Administrative experience supporting at senior leadership or Partner level, ideally within financial services, private equity, or professional services organisations.
• Undergraduate degree preferred
• Demonstrable experience in complex diary and schedule management across multiple time zones.
• Experience supporting or working alongside an HCM, People, or Learning & Development function is desirable.
• Familiarity with coordinating training programmes, events, or talent initiatives is an advantage.
• Comfortable working within a fast-paced, international environment with a high degree of autonomy.
• Advanced proficiency in Microsoft Office Suite and collaboration tools (Zoom, Teams, document-sharing platforms); ability to prepare high-quality presentations, reports, and briefing documents. Effective use of AI tools, a plus.
• Strong communication, interpersonal, and stakeholder management skills; able to engage confidently at all levels of the organisation, resolve scheduling conflicts diplomatically, and foster collaboration with EAs and other stakeholders across departments and geographies.

Personal attributes

• Exceptional organisational skills with a meticulous attention to detail and the ability to manage competing priorities effectively.
• Strong proficiency in MS Outlook and the broader Microsoft 365 suite, including PowerPoint, Word, and Teams.
• Proactive and self-motivated, with the ability to work independently and use initiative when the team is travelling or unavailable.
• Highly discreet with the ability to handle sensitive people-related information with absolute confidentiality.
• Excellent written and verbal communication skills, with the confidence to engage at all levels of the organisation.
• Collaborative team player who builds strong relationships across the firm and with external stakeholders.
• Creative problem-solver with a calm, solutions-oriented approach under pressure.
• Committed, loyal, and flexible – willing to adapt to the evolving needs of the team.

While this role description is intended to be an accurate reflection of the job requirements, General Atlantic reserves the right to modify, add, or remove duties from particular roles and assign other duties as necessary.