Executive Assistant (3 months contract)

Job Summary

As an EA, you will be providing proactive, high-quality executive assistance to three senior executives Presidents, enabling them to operate effectively and efficiently through the coordination of complex diaries, meetings, business travel, expenses, communications and administrative activities.

The role will act as a trusted point of coordination for the supported executives, their teams and key internal and external stakeholders.

Working closely with Corporate Operations, the Executive Assistant will ensure consistent administrative processes, effective use of company systems, appropriate financial controls and a professional, confidential and responsive support service.

Responsibilities

• Provide comprehensive executive assistance to three VPs/senior executives, managing competing priorities and ensuring their time is used effectively.
• Proactively manage complex diaries, scheduling internal and external meetings, resolving conflicts and prioritising commitments in line with business needs.
• Coordinate leadership meetings, one-to-ones, team meetings, workshops and other executive engagements, including preparation of agendas, meeting materials and supporting documentation.
• Support the organisation of team events, including venue arrangements, catering, travel, accommodation and attendee communications.
• Ensure executives are appropriately briefed ahead of meetings, with relevant information, papers and actions available in a timely manner.
• Manage meeting changes and competing requests with professionalism, discretion and sound judgement.
• Support end-to-end business travel for the supported executives, including flights, accommodation, ground transportation, transfers, visas and other travel requirements.
• Facilitate bookings through the company’s approved travel management system and work with the travel management provider where additional support is required.
• Provide guidance to supported executives and their teams on travel booking processes, expense requirements and relevant company procedures.
• Manage and reconcile executive business expenses in accordance with company policy, ensuring submissions are accurate, complete and timely.
• Raise purchase requisitions and support purchase order processes for relevant executive and team expenditure, in line with financial delegations and procurement procedures.
• Act as a professional first point of contact for the supported executives, liaising with internal colleagues, leadership teams, customers, suppliers and external stakeholders as appropriate.
• Handle sensitive information and confidential matters with discretion, maintaining appropriate confidentiality at all times.
• Contribute to the development and maintenance of relevant SharePoint pages, team resources, guidance documents and administrative processes.
• Identify opportunities to improve administrative efficiency, simplify processes and establish consistent ways of working.
• Work closely with the wider Corporate Operations team to ensure a consistent, high-quality administrative and executive support service.
• Provide administrative cover and practical support for other members of the Corporate Operations team during periods of absence or increased workload, where required.
• Participate in relevant projects and initiatives to improve the effectiveness of executive support and wider business operations.
• Undertake ad hoc administrative and coordination projects on behalf of the supported executives or the Associate Director, Corporate Operations.
• Exercise sound judgement when managing competing demands, handling confidential information and resolving administrative issues.
• Work independently, proactively identifying priorities and anticipating executive support requirements.

Requirements

• Essential GCSEs or equivalent including Maths & English
• Must have a proven track record of administrative and office experience
• Experience of working in a busy and varied office
• Excellent and confident communication skills with the ability to communicate with all levels of staff and external visitors
• Skilled in Microsoft Office packages
• Excellent organisational skills with an eye for detail
• Must have the ability to prioritise and work well under pressure as well as working independently with minimal supervision
• Adaptable and customer orientated at all times
• Shows initiative and forward planning and able to make decisions
• Confidential approach
• Desirable Educated to degree level, Administration or Business qualifications ideally
• Experience with CoPilot/Claude/Monday.com applications
• Experience with SAP Concur