Executive Assistant

London

We have a great opportunity for an experienced Executive Assistant. The purpose of the role is to provide executive administration support to a head of department and the wider team and to act as the key point of contact on behalf of this group to the senior leadership team. The position requires a structured thinker, strong communicator, and exceptional organiser who can support multiple individuals and manage numerous priorities in a fast-paced environment.

This role will also include a wide variety of business administration, you will be someone who is comfortable proofing reading documents at a detailed level. Experienced in minute taking, editing documents, which will include reports, correspondence & presentations – ensuring clarity, accuracy and grammatical correctness.

You will be instrumental in supporting the team with creating and formatting creative presentations, internally and externally. This will include designing, organising and formatting appealing and engaging presentations. Experience in using various tools such as PowerPoint, Google Slides and other design software is a must. Working collaboratively with executives and the wider teams to gather the relevant content, refine messaging and ensure the final presentation effectively communicates key idea and goals of the stakeholders.

Key Responsibilities:

• Extensive diary and outlook management which includes planning and prioritising the teams’ time effectively
• Drafting correspondence on behalf of the Head of, and working closely with the communications team on various projects 
• Managing, organising and attending weekly Central team meetings
• Scheduling, preparing and distributing agendas, materials and minutes for monthly UK Exco meetings
• Planning and managing events, sourcing venues, signing contracts, managing budgets, sourcing equipment, invite management, menu selection and managing dietary requirements
• Processing expenses - submitting and approval
• Booking of complex international travel including organising visas
• Processing invoices/ Workday approvals
• Providing guidance to a close-knit team of PA’s in the UK business where required to ensure seamless delivery of administrative support
• Social media posting on behalf of the executive team
• Screening telephone calls and inquiries and directing them as appropriate

Knowledge & Experience:

• Strong initiative and a proactive approach to prioritisation
• Hardworking, team player with a sense of urgency
• Excellent interpersonal skills and an ability to manage complex stakeholder relationships
• Experience managing senior leaders in EMEA
• Ability to prioritise time in a demanding busy environment without direct supervision
• Strong attention to detail
• Ability to manage complex diaries
• Confident and clear communication skills - both verbal and written
• Experience in pulling together creative power point presentations which adhere to branding guidelines
• Ability to keep calm under pressure
• Advanced use of all Microsoft Office specifically OneNote, OneDrive, Word, Excel, PowerPoint and Outlook
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.