£26700 - £30000 Per year
Executive Assistant
Full Time
Job Description
- Provide comprehensive high-level administration support to the Executives, exercising confidentiality, tact and diplomacy, supported by an understanding of the strategic narrative and priorities of both areas.
- Proactively organize the Executives' schedules and the day to day running of the Executives' Offices including administrative support e.g., drafting general replies to emails, minutes of meetings and organizing team meetings, reports and papers, travel arrangements, meeting preparation, proof-reading,
- Support with organizing events, meetings, workshops and awayday communication, invites, room setup, support preparation of material etc.
- Be part of a highly collaborative and supportive team of Executive Assistants that work together on diary management across the executive team
- Coordinate with the Executives' teams to resolve day to day operational issues, or other matters previously agreed with the executive, that arise and need immediate attention in the absence of the Executives.
- Be aware of changes and development within all parts of the organization and to convey these to the teams.
- Ensure the accuracy of Executives' expenses, manage the Executives' budgets, and inform Executive of any anomalies, as well as suppliers' invoices submitted requiring the Executives' approval.
- Coordinate all local and international travel arrangements, visas, and accommodation requirements in connection with others and ensure arrangements in place within agreed budgets. Trouble shoot issues as they arise.
- Further the Executives' work on projects involving extensive collaboration internally and externally by for example, being the contact person in relation to agreed Facilities projects, such as desk moves and in organizing large scale events.
- Take the lead to initiate, chase up, escalate, and overall ensure deadlines are met.
- Build and maintain strong working relationships with a broad range of stakeholders from different Business Units/Product Groups and various global branches.
Required Knowledge, Skills, and Abilities
- Excellent people skills and ability to work effectively with a wide range of stakeholders and as part of a team
- We are looking for someone with demonstrable experience in an Executive Assistant role in a highly pressurized environment requiring tact, judgment, and discretion in handling internal and external contacts
- Experience in handling highly confidential information
- Demonstrates flexibility in the face of change and ability to work to tight deadlines
- Problem solving and decision-making abilities
- Pro-active anticipation of needs - demonstrates the ability to foresee problems and prevent them by pre-emptive action
- Demonstrates an awareness of fundamental business principles
- Works as a competent member of the team
- Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction.
- Proven ability to utilize Influencing skills across a broad range of stakeholders to pursue positive outcomes.
- Works effectively without direct supervision or guidance.
- Excellent organization and communication skills (written and verbal)
- Advanced user of Microsoft Office packages
- Ability to multitask and priorities effectively
- Ability to exercise empathy and / or assertiveness when situations demand
Reference no: 90412