Executive Assistant

Our client: an international company that specializes in designing and executing experiences. With a talented team and a global network of collaborators, it turns ideas into realities, ensuring that each project is remarkable and distinctive. Their innovative approach and attention to detail set them apart in their field.

At this moment, they are looking for a diligent individual who can support a senior executive with diary management, organization, support, and administration.

Job purpose: he/she will be expected to provide full executive support to a senior executive in diary management, administration, travel arrangements and meeting preparation, as well as working on specific projects and research as required. He/she will also support and develop key internal and external stakeholder relationships, work closely with and provide full support to the Leadership team and senior management to ensure their presence at external events runs smoothly and includes the relevant internal stakeholders.

In more detail he/she will be responsible for the following duties:

• Schedule meetings between the Manager and their direct reports and the committees and groups of which they are a member.
• Work on delegated projects and research as directed to support the Manager in their preparation for meetings and presentations
• Manage the process from “start to finish” of obtaining briefings and papers (as required) from the Leadership Team on behalf of the Manager, to ensure that they are fully prepared for all engagements.
• Filter general information, queries, phone calls and invitations to the Manager by redirecting or taking forward such contact as appropriate.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Manager.
• Handle confidential information; organize and maintain files.
• In the absence of the Manager, prepare correspondence on their behalf.
• Meet and greet Manager’s guests and ensure they are looked after.
• Support and develop internal and external stakeholder relationships including the Chair of Trustees and individual Trustees.
• Actively support the Executive Team in their role as Company Secretary. This will include planning, monitoring, recording information, communicating with Trustees, and updating documentation.
• Support Board administration sharing dates and meeting papers.
• Diarizing Board and subcommittee meetings on a yearly basis.

It offers: Joining a dynamic work environment, with the opportunity to work alongside the Manager in an international company.

Successful candidates will have:

• Minimum 3 years experience of working as a Personal or Executive Assistant.
• Experience of Company Secretary obligations
• Knowledge of standard office administrative practices and procedures.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars.
• Confident, proactive, self-motivated and organized approach.
• Reliable, responsive, discrete, confidential, and diplomatic.
• The job profile demands personal skills such as: strong planning and organizational skills, ability to adapt and respond to unexpected changes and to be calmed under pressure, being effective in multi-tasking. It is also important to be able to structure one's time and create transparent approach to workflow management, with good eye for detail and problem-solving skills, in order to achieve high quality outcomes.