Job Description

We are looking for an experienced and dynamic an Executive Assistant to support our regional Managing Director and manage the administrative functions of our local team. You will be responsible for providing advanced tactical and strategic administrative support to the regional managing director, handling key records, compiling data for reports, preparing expense reports, and handling executive presentations. You will also take ownership of the regional managing director's calendar, schedule complex meetings, act as a gatekeeper for communications, and manage all aspects of executive travel.


You will handle sensitive information with discretion, prepare detailed meeting agendas, and act as a primary point of contact for internal and external stakeholders. You will also coordinate the administrative work within and across departments and divisions.


In addition, you will have the opportunity to lead and participate in various team projects and initiatives, such as planning and executing local events, conducting research and analysis, developing and implementing best practices, and enhancing team collaboration and communication.

Please be aware this is 2 year fixed term contact with potential to be extended.


To be successful in this role, you should have:

• At least 8 years of experience as an executive assistant or in a similar role supporting senior-level executives
• Excellent verbal and written communication skills, with the ability to communicate effectively with diverse audiences and stakeholders
• Strong organizational and time management skills, with the ability to prioritize and multitask in a fast-paced and dynamic environment
• High level of proficiency in Microsoft Office applications, especially Word, Excel, PowerPoint, and Outlook
• Experience in project management, event management, data analysis, and presentation skills
• A proactive and problem-solving attitude, with the ability to anticipate and resolve issues
• A high degree of professionalism, discretion, and confidentiality
• A team player mentality, with the ability to collaborate and cooperate with others

Knowledge & Skills

• Administrative Support
• Booking (Sales)
• Calendar Management
• Customer Relationship Management
• Event Planning
• Executive Information Systems
• Expense Reports
• Google Workspace
• Invoicing
• Microsoft SharePoint
• Office Equipment
• Office Management
• Office Supply Management
• Organizational Charts
• Proofreading
• Purchasing
• SAP Concur (Travel And Invoice Software)
• Taking Meeting Minutes
• Travel Arrangements
• Workflow Management



Cross-Org Skills

• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity



Impact & Scope

• Impacts multiple departments and leads large, cross-division functional teams or projects.



Complexity

• Works on assignments that are highly complex in nature where a strong degree of initiative and technical knowledge are required to resolve problems.



Disclaimer

• This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.