Official Specifications
Role Overview & Mandate
Executive Summary
Executive Assistant Role Purpose To support the Executive Committee members to enable them to function at...
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Executive Assistant
Role Purpose
To support the Executive Committee members to enable them to function at the highest level of performance. Supporting the leaders functions and teams as required around planning and execution of activities.
Key Accountabilities:
General
- Co-ordinate and proactively manage busy diaries whilst handling and rescheduling, organising of delegates and monitoring acceptances and declines, whilst prioritising and filtering out non-essential meetings.
- Collate data and produce reports for Board and Executive meetings.
- Create PowerPoint presentations and dashboards in support of Executive Meetings
- Lead and manage specific projects and events whilst providing project support for other business unit projects.
- Manage high volume inboxes by prioritising, responding, and taking appropriate action.
- Manage and coordinate regular and complex travel itineraries including planning, accommodation, visa requirements, and expenses.
- Deal with highly sensitive and confidential information appropriately.
- Provide holiday cover for other EAs within the business on an ad hoc basis.
- Raise and manage department purchase orders, work with ops lead to reconcile spend on team credit card
- Screen incoming calls as necessary and deal with general enquiries or transfer as required.
- Create and manage a team holiday planner to ensure coverage and monitor requests.
- Working as part of project teams on brand and website to help organise and facilitate project and stakeholder meetings.
- Coordinate and manage access to different systems accessed by the team e.g. canva design
- Support ongoing comms and team initiatives, managing team email lists.
- Support CMO in the marketing planning process, coordinating with campaign managers and collating plans
- Manage cadence of team meetings around all fundamental elements of managing the function – e.g. monthly campaign planning, finance, ops board setting agendas and communicating with the team
Desirable
- Experience in a commercially focused role working for an Executive with a global remit.
- Previous experience in a PLC environment is desirable.
- Ability for flexible working in order to provide ad hoc support on an exceptional basis to senior leaders and when they are travelling in different time zones, e.g. to support when flights or hotel rooms are cancelled without notice.
- Ability to demonstrate initiative and to suggest improvements to processes.
- Experience in sensitive and diplomatic management of multiple high-level stakeholders
- Confidence in decision making and prioritisation of tasks.
- Experience of managing a demanding diary and inbox.
- Excellent knowledge and experience of MS Office
- Excellent analytical skills
- Confident, trustworthy, self-starter and able to work proactively.
- Exceptional organisational skills and 'can-do' attitude
- Ability to build rapport and sustainable relationships.
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