Executive Assistant

 Position Overview

Provide Executive Assistant support to the SRE EMEA Partners in their oversight of a 40+ FTE team based in London and covering Europe. Maintain comprehensive knowledge of SRE administration and operational areas to ensure smooth collaboration within the London administrative team.

 Essential Job Functions:

Coverage: SRE EMEA Partners responsible for SRE’s investment and business activities across Europe

Travel: Proactively anticipate and support the travel needs of those under your responsibility.

This will include researching and presenting the best travel options to those under your responsibility when requested. Ensuring all required visas for travel are secured and all passports are valid for travel. Liaising with the company travel agent to ensure the agreed travel has been booked and confirmed.

Expenses: Proactively support the senior team with their expenses.

This will include noting when expenses are due, collecting all required physical receipts/business codes for the team expenses and entering these into Concur for those under your responsibility. Manage the full expense process until payment/completion and ensure they are refunded fully and correctly.

Diary Management: Coordinating calendars between the Partners. Looking ahead and managing conflicts, scheduling conference calls/in-person meetings for those under your responsibility.

This will include anticipating priorities and querying/flagging required items to the senior team as needed. Confirm approval for external meetings when requested with those under your responsibility before scheduling them.

Conferences: Proactively managing the needs of those under your responsibility.

This involves regular catch-ups and attending SRE calls to identify upcoming conferences. Reach out to your senior team to determine who needs to attend, confirm availability, register attendees, share full agendas in advance, and arrange required travel.

 Manage the Teams Weekly Calls, agendas, and associated work

• Schedule regular meetings with those under your responsibility (weekly at a minimum) to update on agendas, expectations on a one-to-one basis, at certain times, this may need to be more frequent.
• Managing deadlines – This will be specifically important when materials need to be shared/updated prior to a meeting or event.
• Collecting meeting materials – This will be both during and after meetings/events, updating as required and recirculating.
• Securing appropriate conference rooms/lines for those under your responsibility and ensuring invites to these meetings are sent to the appropriate people and confirmed in advance.
• Ad hoc support – availability to react to unexpected situations that arise for those under your responsibility.
• Full support in organising London Real Estate Team events and off-sites.

Work with Shared Services Admin team to ensure a smooth and corporate front-of-house experience

• Greet and manage welcoming and shepherding to meeting rooms when the team Admin is unavailable.
• Managing Audio / Video conferencing in meeting rooms when the team Admin is unavailable.
• Coordinate catering for meetings as needed for those under your responsibility.
• Managing printing/binding/downloading of presentations for client meetings for those under your responsibility.
• Providing general administrative assistance as required for those under your responsibility.
• Full support for hosting of visiting clients where the assigned team admin is unavailable.

Required Knowledge, Skills, and Abilities

• Minimum 10 years’ work experience including with senior teams and multiple coverage responsibilities
• Demonstrates the flexibility to adapt to last-minute changes
• Highly organised, approachable, and an articulate communicator
• Confident communication skills including the ability to interact with all levels of management, clients, and guests
• Outgoing team player, eager to organize and participate in SRE team events
• Ability to multi-task and prioritize projects
• Exercises good judgment regarding confidential information
• Must be familiar with Outlook and Microsoft Applications (Word, PowerPoint, Excel)

Other Attributes:

• Willingness to work a flexible schedule; including five days of in-office presence, with occasional flexibility to work from home on Fridays.
• High level of confidentiality
• Commitment to learning