Executive Assistant (Maternity Cover)

Overview

The ideal person for this role will be highly experienced, professional, and ready to hit the ground running. This is a fast-paced and last-minute environment. Coordination at the highest level of intricacies is vital for this job, using your initiative and a level head to problem-solve and make things happen. Resilience is required.

Responsibilities

• To effectively organise and maintain diaries and make appointments for the Senior Management Team.
• To produce Sales, Senior Leadership & Board meeting reports and presentations, using Excel and PowerPoint when requested. Provide professional support to the Board, attend Board meetings, write minutes, prepare agendas, issue minutes, and draft reports.
• Extensive international & national and global travel management, including hotels, flights, and transfers to complex itineraries.
• To effectively manage sales & leadership events coordination and logistics.
• Screening telephone calls, enquiries, and requests on behalf of the Board and handling them when appropriate.
• Dealing with incoming email and processing expenses.
• Dealing with correspondence and writing letters to internal and external clients.
• Liaising with clients, suppliers, and other employees.
• Organising and storing paperwork, documents, and computer-based information.
• Act as gatekeeper, the Executive Assistant must gain extensive knowledge of the organisation & its operations as well as the business strategy: who the key personnel are (inside and outside the business) to ensure that they can effectively carry out this role.
• Ad hoc duties/projects as and when required.
• Confidential duties as and when required.

Qualifications

• Minimum of 5 years’ experience supporting senior-level roles in international businesses.
• Business degree would be desirable – to demonstrate understanding of the commercial world.
• Foreign languages are not essential but would be an advantage.
• Excellent time management.
• Highly developed organisational skills with a particular emphasis on accuracy and attention to detail.
• Excellent communication and influencing skills both oral and in writing, to deal with difficult queries and to explain issues with a high level of tact, patience, and diplomacy.
• Sound common sense, judgment, and sensitivity when dealing with difficult and contentious issues.
• The ability to operate effectively under pressure and to remain calm in a crisis.
• Computer literacy and good keyboard skills (Microsoft applications) with advanced skills in Word, PowerPoint, and Excel.
• Ability to multitask, manage priorities, and apply judgment to ensure high standards are maintained and deadlines met.
• The role holder will be expected to be a team player, an excellent communicator, able to work with minimum supervision and to manage their workload to tight deadlines.
• The role holder needs to be able to handle highly sensitive issues and ensure confidentiality is maintained. They must handle confidential information discreetly.