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Role context

The Executive Assistant role is one designed to provide the department heads with the required level of proactive and consistent support and assistance. The Executive Assistant should always be one step ahead, pre-empting situations before they arise.

We are looking for a combination of experience and skills to date, as well as the characteristics of the individual as we are looking for someone who is professional, solutions-focused, trustworthy and warm-natured. A creative-thinker with high emotional intelligence, who can adapt and flex their approach depending on the circumstances.

Responsibilities:

• Ensuring that the department heads have professional support in a timely, accurate and efficient manner, managing e-mail inboxes and responding where appropriate in their absence
• Act as the main point of contact for all direct reports as a professional and approachable representative
• Proactive and consistent coordination of day-to-day meeting schedules, business travel etc
• React quickly to unanticipated changes in priority and communicate with those affected in a timely manner
• Establish relationships and build rapport with internal and external stakeholders, maintaining a clear line of communication
• Organisation and minute taking at weekly management board meetings
• Coordination of initiatives e.g., Team Away Days / Company Meetings and working closely with the marketing department
• Partnering with Facilities Management to ensure correct set up of meetings in Sea Containers
• Carry out full administrative duties on behalf of your direct reports including (but not limited to):
  • Complex diary and inbox management.
  • Arrange and schedule travel and accommodation requests
  • Liaise with internal and external clients, suppliers and members of staff
  • Organise internal and external meetings, including meeting and greeting visitors
  • Set meeting agendas, attend meetings with your direct reports and action follow-up points when required
  • Provide all information necessary to your direct reports to ensure she is fully equipped and well-resourced to attend meetings and manage commitments
  • Intercept incoming calls, mail and visitors, determining their priority and re-directing them when appropriate
  • Delegate and coordinate projects and tasks as requested by your direct reports
  • Provide ad-hoc support in other areas as and when needed
  • Process expenses and complete timesheet data in Aura. Approve any team timesheets waiting.
  • Weekly management meetings. Create and share agenda, attend meetings, take minutes, and circulate actions points.
  • New starter, raise new joiner forms and add onto various systems, distribution list and team meetings.
  • Internal Training, supporting the organisation of in-house training events

Skills and Behaviours

• 5 years experience in a similar role supporting senior management
• Excellent written and verbal communication skills
• Ability to work in a highly pressurised environment with a high level of emotional intelligence
• Proactive at all times and able to make decisions autonomously
• Ability to build effective relationships at all levels of employees and senior clients, media owners and key industry contacts

• Methodical and thorough approach to work with an ability to keep a clear mind in a busy environment with a great variety of tasks
• Self-motivated and able to work independently as well as able to work alongside a wide range of people in different areas of the business
• High attention to detail with a structured approach to work tasks – with a good sense of prioritisation
• Previous experience of working with highly sensitive and confidential information
• Good computer skills (MS Office Word, Excel and Powerpoint) are required
• Enthusiastic “can-do” attitude with consistent demonstration of conducting responsibilities to an excellent standard