EXECUTIVE ASSISTANT (12 MONTH PAYE CONTRACT ROLE - LONDON)
POSITION SUMMARY:
The Executive Assistant is a highly skilled and experienced professional who provides an extensive range of support and guidance to the Executive level (CEO, CFO or EVP).
The role involves a range of personal assistant duties from proactive diary management, minute taking, coordination of travel, filtering of general reporting information, queries and phone calls. A good knowledge of the business is essential, work dynamically to prioritise, excellent time-management, good organisational skills, taking initiative and control of their workload to support an extremely busy Executive. The EA is expected to liaise with internal/external stakeholders on behalf of the Executive to ensure co-ordination of company activities, good decisions made under pressure and effective flow of relevant and accurate information.
AREAS OF ACCOUNTABILITY, RESPONSIBILITY AND COMPETENCE LEVEL:
Act as a friendly and welcoming point of contact for the office of the Executive, assist with a broad variety of support that includes managing an active calendar of appointments; co-ordinating and strategically managing daily activities and meetings.
Provide comprehensive assistance and guidance to the Executive's leadership team.
Handle intricate travel arrangements, including coordinating flights, accommodations, visas, and logistics for Executive and the leadership team, ensuring seamless and efficient travel experiences.
Organise and coordinate meetings: responsibilities include issuing of meeting invitations, collate responses, preparation of agendas, setup of Teams meetings. Ensure all documentation, is prepared, checked to a high level of standard and ensuring accuracy of content and adherence to company brand standard prior to issue.
Ensure the Executive is fully prepared in advance for all meetings and events, including the preparation of reports, presentations, and other communications to support meetings, events etc.
Dedicated purchase requisition focal point for the wider group, virtual card payments coordination and guidance to the team on using SAP Concur for expenses and travel.
Communicate directly and on behalf of the Executive with Industry Leaders, Board Members, other company Executives and wider business groups leaders (internally and externally).
Understand the wider business company activities and keep up to date with network contacts in the wider industry.
Proactive and collaborative support to other EAs and senior leaders, to cover leave and provide one seamless EA service.
Any other reasonable duty as per instruction by your manager.
CRITICAL SKILLS, QUALIFICATIONS & EXPERIENCE:
Demonstrable previous experience in similar role within UK
Collaborative, professional and supportive professional working style is essential
Extensive experience of SharePoint, Microsoft Office, SAP and Power BI. Confident champion of office technology and efficient ways of working.
A high level of integrity, strong attention to detail and ability to multitask are also required.
Must have the highest level of ethics, good judgment and common sense plus a warm and approachable demeanour.
Must thrive in challenging situations but can maintain a positive, pro-active and can-do attitude.
Strong organisational, project management and problem-solving skills with impeccable multi-tasking abilities and the ability to coordinate people and resources.
Ability to manage high work volumes to tight deadlines and prioritise conflicting workloads in a fast-paced environment.
Liaise confidently and capably with all internal and external stakeholders using tact and discretion.
Outstanding communication skills (both written and verbal), listening skills and a professional courteous manner.
Self-starter able to work on own initiative.