Executive Assistant

You will act as Executive Assistant to a Global Lead of an international organisation, providing assistance and support covering any and all actions relevant to the successful execution of the role. Administrative duties in support of the wider team when required.

Main Duties of Executive Assistant

• Extensive schedule management.
• Coordination of department meetings.
• Email management including monitoring, processing and filing.
• Task tracking by maintaining a list of outstanding tasks and actions from meetings.
• Minutes of meeting when required.
• All travel arrangements including, flights, accommodation, airport transfers/car hire and preparation of detailed itineraries (diary and travel app).
• Renewal and application for business visas.
• Support organisation including suitable venues, meals/refreshments and possible activities for the annual global conference and meetings.
• Gather and consolidate all relevant documentation for events/ meetings/ summits
• Organise local UK team activities both business & social.
• Prepare for approval and submission expenses.
• Support strategic objective planning and completion.
• Coordinate timely completion of performance appraisal process.
• Assist in job evaluation process and succession planning when required.
• Coordinate completion of competency matrix annually including extraction of training requirements.
• Maintenance of suitable office supplies for the team.
• Use of the time and attendance system to record leave for the management team.

Skills and Knowledge

• Fully conversant with MS Office (Outlook, Word, Excel, PowerPoint, Teams)
• At least 5 years working experience of assisting senior management as an Executive Assistant or Personal Assistant
• Experience within an international corporate environment
• Some office-based Health & Safety experience would be beneficial
• Some experience with marketing and social media (LinkedIn) would be beneficial
• Ability to work on own initiative, prioritise and self-manage in a standalone role.
• Able to produce high quality work and complete tasks to tight deadlines in a busy, pressurised environment.
• Effective interpersonal skills and the ability to communicate well at all levels.
• Efficient and professional manner
• Competent organisational skills
• High level of confidentiality and discretion
• Proactive with a sense of urgency and a good level of attention to detail
• Confident, enthusiastic and a professional demeanour

Salary and Benefits

• Competitive Salary
• 25 days holiday plus bank holidays
• On site parking
• Contributory pension
• Employee Assistance Programme
• Health Cover
• Life Insurance
• Plus, additional benefits