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Executive Assistant

  • Salary: £25000 - £30000 per annum + benefits
  • Job type: Permanent
  • Location: Isleworth, London
  • Sector: Other
  • Date posted: 28/12/2017
  • Job reference: J378762A

Executive Assistant

We are actively looking to secure an enthusiastic and detail orientated EA to join Experis.

Job Purpose

We require an experienced Executive Assistant to work onsite with one of our clients based in Canary Wharf.

Our client is the leading source of intelligent information for the world's businesses and professionals, providing customers with competitive advantage. Intelligent information is a unique synthesis of human intelligence, industry expertise and innovative technology that provides decision-makers with the knowledge to act, enabling them to make better decisions faster. We deliver this must-have insight to the financial and risk, legal, tax and accounting, intellectual property and science and media markets, powered by the world's most trusted news organisation.

Project Brief

We currently have an exciting Executive Assistant role our client in London is looking for a proactive and efficient executive assistant to perform administrative services for the Chief Business Officer & CFO to enhance the efficiency of the business. This role will grow to look after 1 + 2 other executive members of the client, after time.

Responsibilities include

  • Supports at CEO / CFO / CIO level - full diary management, screen and prioritise requests, keep briefed for meetings, type correspondence/minutes, maintain contacts etc.
  • Organise regional / global video conferences, tele-presence and WebEx meetings, across various time zones.
  • Work with management to ensure all meetings are prioritised correctly, arranged and prepared for.
  • Potential for email management (after time).
  • Plan and coordinate off-site/on-site meetings/events (such as roundtables, town halls, workshops and conferences) and handle logistical arrangements of conference rooms, meal arrangements, and guest accommodations.
  • Arrange client lunches, dinners and events (including menu choices, table plans etc).
  • Proactive management of global travel including, schedules, visas and accommodation.
  • Active management of internal and external communications, with various critical stakeholders, to promote strong brand management.
  • Process complicated expense reports, purchase orders and invoices.
  • Proxy for CCO/CFO in all things Workday, 170 Invoices, SRM Purchasing and Expenses.
  • May supervise other administrative staff and give advice/interpret policies and practices, over time. Provides back up support, training and advice to other executive assistants.
  • Interacts with senior management, executive assistants and global colleagues, in and out of work unit, on significant matters, anticipating and responding to requests by modifying procedures to individual circumstances.
  • Responds to non-standard requests and investigates where needed, effectively communicating and checking understanding, providing a high level of service.
  • Involvement in various special projects on an ad hoc basis. Other ad hoc duties as required.
  • Meet and greet visitors on managers' behalf, in a professional manner.
  • Format the presentation of letters, reports, PowerPoint presentations etc - exceptional proofreading skills and error-free work products a must.
  • Maintain group emails and distribution lists (there are several).
  • Manage the on-boarding of new employees within the team, including their desk space, IT, starter pack and introductory meetings.

Essential Skills:

  • Experience in supporting a global CEO, CFO or CIO in a large, fast paced, diverse and global team.
  • A proactive planner, well organized, efficient and accountable.
  • Ability to think ahead and anticipate situational needs without direction, prioritise workload and follow through on tasks until complete. Ability to deal with ambiguity and flexibility to adjust priorities as and when needed.
  • Superior communication skills; persuasive, clear and concise communication with executives and senior members who communicate / write for a living.
  • Superior collaboration skills; ability to reach across multiple business units to gather information and get things done.
  • Proven sound judgment and decision making skills, especially under pressure.
  • Demonstrate effective teamwork to drive interaction across business units.
  • Management experience (as this role may involve the management of the London based EA's over time).
  • Able to explain difficult concepts and influence without authority. Confident ability to work with strong personalities.
  • Advanced typing skills (typing speed of 60wpm+) and knowledge of Microsoft computer applications is vital, as well as up to date knowledge of conferencing facilities.
  • Approachable, trustworthy, smart, positive, confident, fun and personable - ability to get up and go and talk to / liaise with anyone in the client's teams.
  • High level of personal integrity.
  • Adaptable / flexible to an ever changing work environment.
  • Shows resilience, resourcefulness and tenacity in the face of setbacks.

Desired Skills:

  • Experience working for an international multimedia news provider.
  • Experience working with journalists.
  • Experience working with TV, pictures and text.
  • Experience working for a commercial matrix organisation.
  • Experience with client business concepts, aims, processes and procedures, acronyms etc.
  • Ability to train others on client system usage.