Executive Assistant

Overview:
To provide comprehensive EA support to one of the Senior Executives within the
Group. The primary purpose of the role is to provide administration, analysis,
reporting and coordination support, including inbox and diary management,
meeting and travel coordination as well as communication assistance and
business support activities to assist business planning and project management
activities.
Responsibilities:
* Perform basic Admin Functions providing admin support to C-level Executive(s)
* Efficient documentation handling, filing systems for easy retrieval
* Coordinating meetings, receiving visitors, scheduling meetings
* Overseeing project timelines and keeping them on track.
* General Reporting (internal & external).
* Must handle confidential information in a professional manner
Administration & Coordination
* Arranging complex travel requirements: flight, accommodation, relevant visas for frequent business travel for internal and external meetings/events for each Executive.
* Coordinating internal/external meetings and work closely with internal and external stakeholders to ensure attendance and necessary documentation is distributed in a timely manner.
* Organizing global video/telephone conferences across multiple time zones.
* Collating and issuing the agenda and minutes for regular meetings along with agreed follow up actions.
* Managing, monitoring and reporting when necessary the processing and coding of invoices and expense claims for each Executive.
* Ensuring all hardcopy and electronic materials containing confidential information are securely stored and only accessible to those authorised to view such content.
* Managing office operations: meeting room management, office requirements, facilities management and office budgeting needs.
Communication Assistance
* Pro-active & complex diary management syncing with various time zones.
* Inbox management for each Executive to meet their requirements and to support prioritization of tasks.
* Managing incoming/outgoing communication for the Executives as appropriate to manage expectations of internal and external customers.
* Meeting and greeting visitors at all levels of seniority.
* Attend relevant meetings to ensure representation.
* Writing announcements and business correspondence.
Business Support
* Supporting the Executives to research and collate data, prepare reports and presentation packs for different stakeholders.
* Supporting members request from all the departments i.e. data gathering, document review and sign-off.
* Contributing to and monitoring specific projects as assigned or agreed by the Executives such as organizing and coordinating events.
Knowledge and Experience
* Previous comprehensive EA experience of supporting C level executives.
* Proven experience of working with large, complex quantities of data with ability to present information in a concise and easy to read format.
* Electronic diary management.
* Processing visa documentation, travel arrangements.
* Working across time zones.
* Previous use of Skype/MS Teams for business, and online meeting/conferencing technology.
Qualifications:
* Must be fluent in English
* Experience supporting C Level Executives
* Must have experience as an EA & Office Manager