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Executive Assistant to Business Director

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EA to Business Excellence Director

  • Responsible for overall effectiveness of Director of Business Excellence's time 
  • Complex calendar management, managing full logistics for all internal and external meetings & ensuring all briefing papers and supporting information are supplied to the Director in a timely manner
  • Smart screening and prioritisation of all incoming requests to the Director through knowledge of activities and executive working practices.
  • Proactive management of all communications/enquiries ensuring business focus is maintained, high level customer and partner experience delivered, and minimum disruption experienced by the Director. 
  • Delivering high quality and timely responses to emails and other requests regarding the Director.
  • Follow up and driving responses to meeting/email actions to ensure projects are on track
  • Project manage and organize full logistics for departmental activities such as sourcing venues for Exec Team Building and content delivery, Kick-Offs, Christmas Parties etc, and assist in building contents and delivering of messages.
  • Participate as a highly trusted and involved member of the Director´s team with responsibility for all Business meetings, in conjunction with the UK Business Manager, including agenda creation, minute taking, action follow up etc.
  • Sourcing information and applying pro-activity, initiative, discretion and confidentiality to all tasks.
  • Arranging complex international travel arrangements on behalf of the Director  Prepare expense reports on behalf of the Director in a timely manner
  • Ownership of internal processes, including MS Market - creating Purchase Orders, tracking invoices, ordering Hardware/Software/Procurement.
  • Updating and monitoring Org Charts, team aliases, SharePoint sites.
  • Provides first class support which enables the Director to work as efficiently and effectively as possible. 
  • Satisfaction of internal & external stakeholders
  • Presents a professional image on behalf of the company, both internally and externally
  • Maintains and seeks to improve admin processes 
  • Error free and timely correspondence.
  • Uses initiative appropriate to position, escalating where appropriate.
  • Demonstrates exceptional time management, organisation and planning skills.
  •  Demonstrates ownership, tracking and follow through to resolution on all queries and issues.

 

Skills Required:

  • A degree-qualified (or equivalent) candidate in business studies, administration or communications would be advantageous but is not essential.
  • Has operated as an Executive Assistant within a blue-chip environment at senior Executive level for at least 5 years
  • High attention to detail & proactive problem-solving skills
  • Exceptional planning, organisational & multi-tasking skills
  • Advanced Outlook skills and MS Office skills
  • Ability to deal with numerous competing demands and therefore able to prioritise effectively
  • Proficiency in managing complex global travel arrangements
  • Experience working across time zones in an International team
  • Excellent interpersonal skills; diplomacy and ability to handle conflict and ambiguity well
  • Highest level communication skills both written and verbal
  • Ability to modify approach to changing circumstances in a rapidly growing team
  • Demanding of the highest standards

 

The ideal candidate is someone who has:

  • Effective in collating information and decision making
  • Demonstrates tenacity
  • Able to give and receive constructive feedback
  • Positive outlook under all circumstances
  • Team player, participating as an active member of team
  • Ability to take effective action without always having the total picture.
  • High level of specialised job knowledge in a combination of areas as well as familiarity of Board level operations and responsibilities.
  • Experience of making effective use of cross company resources through team working and networking.
  • Maintaining composure in difficult circumstances
  • Ability to modify approach to reach goal/deadline and adapt to changing circumstances.
  • A 'hands on', can do attitude

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