Executive Assistant (12-month contract)

As part of our Executive Assistant team, you’ll provide support across our Business Units, working with people at all levels.

This is a varied role that includes full diary management for seniors and arranging travel for our busy project teams – no two days look the same. You’ll be given the autonomy to manage your own workload whilst working collaboratively with fellow EAs on a range of tasks and providing cover when needed.

This is an office-based role with some flexibility to work from home.

Key Responsibilities

• Provide strategic calendar management and time planning support for seniors. Schedule complex meetings across multiple time zones.
• Coordinate a variety of meetings which may include minute and action taking, supported by AI tools such as Copilot.
• Attend senior leadership meetings and work alongside the team to progress actions.
• Organise and attend leadership team offsites, ensuring materials and logistics are in place.
• Facilitate, record and share internal meetings.
• Manage international travel arrangements in line with our travel policy.
• Organise conference attendance and associated travel arrangements.
• Liaise directly with clients when arranging meetings, building a strong working relationship.
• Arrange tours of our facilities and be on hand to support visits to our site.
• Perform general administrative tasks such as submitting expense reports, pulling together presentations and general correspondence.
• Process statements of work and obtain signatures for contracts.
• Manage the induction and onboarding process for new employees.
• Work with your line manager to ensure smooth running of the business, including coordinating cover during periods of leave.

Requirements

• Relevant experience within a similar role.
• Experience supporting senior stakeholders in a fast-paced environment.
• Proficiency in using MS365 and Microsoft Teams.
• Comfortable using, or willing to learn, AI tools such as Copilot to support administrative tasks.
• Experience coordinating complex international travel.
• Must be able to prioritise work effectively and communicate with key stakeholders regarding deadlines.
• Strong attention to detail and accuracy
• Complete reliability handling confidential, sometimes sensitive information.
• A proactive team player with a strong desire to muck in where required.

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