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Executive Assistant to the CEO

Job Description

Innovative, creative global brand based in Chelsea are looking for an EA to come on board to support newly appointed CEO within their Automotive business. This is a busy, exciting and varied role supporting a driven, focused executive at the top of their game. In this critical role you will provide diary, meeting, expense and travel support, gatekeeping and prioritising as appropriate. Within the business they work incredibly collaboratively, so you must be someone who enjoys variety, who is always looking for ways to add value and is happy to really ‘get stuck in’ with whatever needs to be done! Ideal candidate will have had previous exposure at C-Suite level and have worked for a global organization.

This is a great opportunity to work in a newly created role, which you can make your own for an exciting, growing business. This would suite someone who is looking to take their experience to the next level and wants to be part of a driven team.

We are looking for someone who will be responsible for:

• Extensive and complex management of the CEO diary across several time zones including all external appointments, meetings and conference calls
• Managing schedules intelligently so that time is sensibly distributed and preparation time is saved for meetings and projects
• Proactive communication with meeting attendees to ensure agenda points are gathered and prepared in advance of the meeting
• Protecting time within diaries for regular 1-2-1’s with direct reports, monthly management meetings and Executive Committee board meetings
• Producing detailed reports, documents and brand appropriate presentations as required including materials for Board Meetings
• Managing RSVPs and making reminder calls to ensure attendance of guests to pre-arranged meetings
• Hosting and coordinating both internal and external management and team meetings and events including sourcing suitable venues, materials and equipment, collating agenda points and other relevant documentation, catering and ensuring the general smooth running of the event / meeting
• Coordinating and booking UK based and international meetings / events for the Executive Team
• Booking extensive local and international travel, preparing all itineraries, travel documentation
• Offering emergency assistance in the event that the CEO and Executive team require alternative travel and accommodation arrangements
• Handling confidential and on occasion personal or business sensitive information ensuring a watertight process is maintained at all times and any sensitive documentation is appropriately handled
• Managing expenses, identifying discrepancies, preparing and submitting for approval
• Managing and approving direct reports’ expenses, travel and invoices on behalf of the CEO
• Setting up new suppliers and managing invoice procedures
• Being the main point of contact and gatekeeping both internally and externally, to ensure only the necessary enquiries are filtered through to the CEO

We are looking for someone who has:

• Exemplary planning and time management skills
• Comfortable working with the CEO remotely. The CEO is based in Monaco and travels frequently.
• Highly skilled with Microsoft 365 and Microsoft Teams
• Polished presentation and relationship skills
• Strong written and verbal communication skills
• A keen eye for detail
• Proven problem solver.
• Focus on accuracy and follow-through
• Confident, positive and collaborative
• Professional, operating with a high degree of confidentiality and integrity
• Adept at anticipating any challenges that might arise in advance and mitigating risk / conflicts that may arise
• Flexible within changing environments
• A team player and diplomatic, with the ability to build rapport with a wide range of stakeholders
• Willing to go above and beyond as part of their role

Additional information

We offer an exciting career opportunity and attractive package

• 37.5 hour week
• 25 days holiday + Public holidays
• Discretionary Annual Bonus of up to 12% of base salary
• Defined Contribution Pension Plan with company match
• Company gym
• Range of Employee Discounts