Executive Assistant

MAIN DUTIES/RESPONSIBILITIES OF THE ROLE: 

Essential Responsibilities:

• Manage and maintain executives’ calendars, including arranging calls, meetings and travel plans.
• Proactive coordinate of global travel logistics, including booking flights, accommodation, and transfers and ensuring full details are available for stakeholders when on the move.
• Schedule and coordinate communications across multiple calendars, accommodating availability for internals and externals.  
• Understand stakeholders priorities and team demands to optimise stakeholder time management.
• Respond to invitations as and when required, booking restaurants and tickets.
• Meet and deal with guests in the office, making sure meeting rooms are reserved and refreshments are served.
• Provide proactive administrative support and project management where required.
• Deal with post and shipping logistics for small and large items, in the UK and worldwide, dealing with the customs documents, packing lists and commercial invoices.  
• Support stakeholder team members, when required by the stakeholders, with various administrative tasks as needed to enhance productivity and efficiency.

PERSON SPECIFICATION

   WORK EXPERIENCE/BACKGROUND:

Essential

• Previous experience working in an administrative or support role at Executive level
• Proficiency in Microsoft Office (Outlook, Word and Excel)
• Strong organisational and time management skills
• High levels of self-motivation and a proactive mindset
• Strong prioritisation skills, with the ability to support multiple stakeholders
• Excellent influencing and communication skills
• Flexibility and adaptability to changing priorities and responsibilities.
• Bookkeeping and budget management experience

Desirable

• Familiar with the industry

TECHNICAL/BUSINESS SKILLS & KNOWLEDGE:

• Exceptional organisational and time-management skills
• High proficiency in Microsoft Suite (Word, PowerPoint, Excel, Outlook)
• Ability to multitask, prioritise workload and work under pressure
• High attention to detail
• Reliable and proactive approach to work
• Strong interpersonal, verbal, and written communication skills
• Confident decision making
• Ability to work collaboratively in a team setting
• Ability to exercise tact and discretion when dealing with confidential matters