Executive Assistant - 12-month contract

Introduction

Are you an experienced EA with a proven track record of working in a busy and fast-paced environment and have strong organisational skills?

If you are looking to work for a company where no two days are the same, enjoy working on your own initiative and have a real sense of responsibility, read on as this may be the role for you.

The role

You will be working within a team of Executive Assistants to provide support across our Business Units.

This includes intensive diary management for some very busy seniors, minute-taking, arranging client meetings and workshops, organising complex travel, and providing support for projects.

This is a very busy role working for several seniors and their teams.  You will be given the autonomy to manage your own workload and work proactively. You will also work with the other EAs on tasks, such as large client meetings, and provide cover when they are on leave.

This is an office-based role with the flexibility to work from home.

Responsibilities

You will be involved in and responsible for the following tasks:

• Provide strategic calendar management and time planning support for seniors.
• Coordinate and facilitate a variety of meetings which may include creating agendas, minute and action taking 
• Manage international travel arrangements and logistics ensuring compliance with travel processes and policies.
• Liaising directly with clients to assist with meeting and travel arrangements when visiting our office.
• Perform general administrative tasks such as submitting expense reports, assisting with ad hoc projects or requests for the business unit.

• Administrative support for projects (presentations, reports, general correspondence)
• Induction of new starters covering processes and practices within the business unit
• Liaising with other departments such as Accounts, Purchasing, Logistics, Reception, and the Business Office
• Collaborate closely with your line manager to ensure business rhythm and minimise disruptions, including cover during leave.
• Working well with people on all levels is an important part of your job. Manage good relations with other seniors, external partners, and colleagues.
• Processing statements of work on our system and obtaining signatures for contracts

• Support client meetings - arranging site tours of our facilities and be on hand during the day of visits to help with materials or other needs

Requirements / what you can bring

We’re looking for candidates who have the following skills or experience:

• Significant and relevant experience within a similar role
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and video conferencing tools (e.g. Microsoft Teams, Zoom).
• The ability to juggle multiple tasks, prioritise effectively, and manage competing demands with composure.
• Strong attention to detail and accuracy, particularly in scheduling, communication, and document preparation
• Strong communication skills
• Complete reliability handling confidential, often sensitive information.
• Proactive team player with a strong desire to muck-in where required