Executive Assistant

Role Overview

• Provide high-level proactive administrative support to C-suite executives, including the CEO, CFO and CTO
• Plan and coordinate meetings, arranging events, drafting and circulating communications, taking minutes, arranging invitations, presentations, and travel arrangements, both domestic and international
• Maintain and manage the executives' calendars, schedule appointments, meetings, and conferences, ensuring the smooth running of their day-to-day schedules
• Coordinate with internal and external stakeholders to prioritise, plan, coordinate, schedule meetings, to ensure effective use of executive’s time, and ensure availability
• Plan, set up and coordinate executive meetings, including board meetings, company events and workshops
• Make travel arrangements, including flights, accommodation, ground transportation, and visa arrangements as necessary
• Prepare detailed itineraries and ensure executives have all necessary documents and information for travel
• Prepare meeting agendas, presentations, and necessary materials
• Manage company credit card and usage in line with group policy and finance practices
• Handle expense reports related to travel and reconcile them in a timely manner
• Draft and review correspondence, internal communications, emails, reports, presentations, and other documents on behalf of the executives
• Prioritise and escalate urgent matters to ensure timely and appropriate responses
• Meeting and greeting of visitors and preparation of meeting rooms to make sure excellent experience for all
• Attend meetings, take minutes, and distribute them to relevant parties
• Follow up on action items and ensure completion within designated timelines
• Handle sensitive and confidential information with the utmost discretion and maintain a high level of confidentiality
• Manage and organise electronic and physical files, documents, and records
• Conduct research, gather data, and prepare reports and presentations as requested by the executives
• Track progress, gather updates, and report on project status
• Build and maintain positive relationships with internal and external stakeholders

Requirements

• Proven experience as an Executive Assistant to C-Suite members
• Excellent organisational, planning, and time management skills
• Experience of arranging company meetings, conferences and workshops, on behalf of the executive
• Strong written and verbal communication skills, with the ability to communicate effectively with all levels of the organisation
• Proven ability to handle confidential and sensitive information with discretion and professionalism
• Proactive approach, able to spot conflicts early and resolve these in a timely manner
• Advanced computer skills, including proficiency with Microsoft Office (Word, Excel, Outlook, Powerpoint, Sharepoint) and other relevant software
• Proven experience in planning and coordinating events and travel arrangements, including international travel
• High attention to detail and accuracy
• Ability to work independently with minimal supervision
• Able to work to tight timescales
• Ability to work in a methodical and articulate manner
• Flexible and adaptable approach to work
• Positive attitude and willingness to take on new tasks as required.

Benefits

• Competitive salary
• Hybrid working
• 25 days holiday + public holidays (pro rata)
• Holiday purchase scheme
• Contributory pension
• Car salary sacrifice scheme via Tusker
• Paid volunteer day to support a cause you are passionate about
• Enhanced maternity, paternity, adoption and shared parental pay entitlements
• Healthcare cash plan
• Dedicated 24/7 employee benefits platform ‘Verlingue’ that include things like: free eye tests, retail discounts, EAP WeCare service
• including a 24/7 online GP and mental health counselling service
• Boost your learning and growth through access to LinkedIn learning and a Talent Library with over 800 courses, covering subjects from business skills to project management essentials
• A warm and welcoming team environment
• Development and a chance to build a rewarding career