Executive Assistant

Job Description

You will be providing administrative assistance to senior executives, as well as administrative and office support to the rest of the team; anticipating the needs of the company throughout. You will be required to manage your own workload and work proactively. Our client is offering the potential for hybrid working on this role.

Duties & Responsibilities

• Diary management and arranging international meetings for CEO, CFO and CBO.
• Managing complex travel arrangements (both international and domestic); creating and distributing highly detailed itineraries. Ensuring all tickets, transfers, visa requirements and accommodation are in order.
• Assisting with drafting reports, documents and PowerPoint presentations.
• Preparing meeting agendas and actions for internal and external meetings; and booking and preparing meeting rooms, organising catering and refreshments.
• Organising regular Executive, Company and Board meetings, and chairing facilities meetings.
• Overseeing internal and external events including board meetings.
• Reconcile expenses including credit cards and personal expenses.
• Working closely with the CFO on IR tracking.
• Registering for worldwide conferences.
• Co-ordinating international and local travel for the Chairman and Board members.
• Providing high level business and admin support to the senior leadership team.
• Acting as a first point of contact, welcoming visitors, answering the phone.
• Line managing the administration team.
• Delivering comprehensive project support to the COO.
• Overseeing Facilities/Operations budget.
• Liaising with finance on insurance activities where required.
• Liaising with the HR team in relation to employee well-being and safety.
• Leading IT projects and strategy
• Overseeing internal and external communications and external affairs.

Candidates must have significant and relevant experience within a secretarial role. Competence in the use of IT including email, internet and databases is essential, as is a strong working knowledge of MS Excel, Word, and PowerPoint. Candidates will need to have excellent organisational skills and attention to detail, as well as excellent communication skills. The ability to work discreetly on confidential projects is essential.