Executive Assistant
- Recruiter
- Amanda Smith Recruitment Limited
- Location
- London (Central), London (Greater)
- Salary
- £35,000 - £40,000, negotiable
- Posted
- 23 Nov 2016
- Closes
- 21 Dec 2016
- Job Title
- EA
- Industry Sector
- Architecture, Consultancy
- Contract Type
- Permanent
- Hours
- Full Time
A rare and exciting opportunity has become available for an EA to join a Consultancy based near Farringdon.
The company operates globally and has offices in New York, Singapore and London. The company specialises in resilience and dedicates to helping cities around the world become more resilient to physical, social and economic challenges that continue to grow. These challenges include air pollution, rising house costs, economic policies and water shortages, to name a few.
The EA will be directly supporting the Senior Vice President whilst also providing office management support to a growing team, currently at a headcount of 15.
The position will suit an experienced EA who thrives on a fast paced and challenging environment where they can use their initiative and intelligence to solve problems quickly and efficiently. You will be able to use advanced thinking to predict a pipeline of any potential issues.
The hours are 10- 6pm however the EA will need to be accessible around these hours in case of emergencies. For example, the SVP has a meeting at 8pm, she may need to call you for information regarding the meeting.
Duties for the role will include:
· Provide administrative support for the Executive Team members, displaying a high degree of aptitude for and judgment around complexity in scheduling, organizing and managing meetings, following up on and tracking action items
· Book and manage all travel arrangements for Executive Team members to include accommodation and itineraries; must be aware of larger organizational impacts when coordinating and scheduling; will be part of an international team with three offices and many stakeholders
· Prepare, review, track and process all expense reports for Executive Team members and reimbursements on a timely basis; appropriately managing up to ensure deadlines are met
· Use strong communications skills including written briefings and formal correspondence; ability to verbally synthesize, summarize and brief with clear recommendations.
· Assist in event organization and logistics, including the managing overall logistics and scheduling for monthly all team meetings/trainings
· General office management duties (maintain office supplies, coordinate with vendors, etc)
· Act as point of contact to building facilities and outsourced IT provider to ensure smooth operations for team
· Availability and flexibility for an operation that runs 24/7
Requirements:
· Ability to rapidly prioritize and take initiative despite ambiguity, exercising excellent judgment. Provides clear options and alternatives when choices and decisions need to be made.
· Proactive individual who looks for solutions and anticipates needs for the executives they support in a fast paced and dynamic environment
· Ability to multitask and work under pressure with a heavy workload
· Ability to interface with diplomacy, sensitivity and professionalism with senior global executives and officials
· Exceptional attention to detail, time management and organizational skills
· Positive and self-motivated; quick learner
· Excellent interpersonal skills. Ability to work well and build relationships with team members, both in London and virtually with other locations globally
· Previous experience in complex global travel management
· Experience working in an environment with international objectives
· Strong internet research skills
· Fluency in English, verbal and written
· Proficient in Microsoft Office (Word, PowerPoint, Excel) and Outlook; learning capacity and openness to utilizing other software as the organization evolves
· Strong internet research skills
· Degree preferred, A levels essential
Successful candidates will be contacted within 5 working days
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