Executive Assistant - Reading, United Kingdom - Huntress

Huntress

Verified Company

Reading, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

An multinational Technology company based in Reading (remote role) is seeking a Executive Assistant to join their team on a contract basis for 3 months initially.

(Fully remote)

Responsibilities:

Calendar Management;

Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President [CVP]). Aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities). Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, troubleshooting audiovideo [AV] and technical issues).

Cross-Functional Collaboration and Communication;

Continues to build and leverage network across organizations to enable their team and leader's work. Serves as a liaison between executives and teams.
Gathers information from partners across organizations (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams. Communicates with external partners/audiences and third parties.

Discipline Growth and Development;

Begins to provide leadership within the discipline and participates in the Business Support community. Actively seeks to mentors junior Business Support colleagues. Onboards and trains new Business Support staff. Contributes to their organization's culture by participating across the team and division.
Engages in career development and trainings. Identifies and aligns growth opportunities for self and team. Develops and shares best practices and insights. May participate in interviews for Business Support roles. Supports team building.

Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding);

Facilitates team experience activities. Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process.

Event Coordination and Logistics;

Owns the coordination, logistics, and direction for events. Delegates as necessary. Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event). Acts as a point of contact for events (e.g., changes).

Leadership;

Leads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self reflection during challenging situations.

Project Ownership;

Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable. Takes accountability for project outcomes and drives stakeholder accountability through consistent communication. Identifies impacts and risks across the organization and communicates these to partners and key stakeholders.

Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management);

Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting (may include software licenses. Partners with Finance to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. Identifies and resolves expense and supply related issues (e.g., missing purchase orders, account imbalances)

Rhythm of Business (ROB);

Understands and helps to implement rhythm of business (ROB) in line with recognized patterns, and proactively takes action on business cadence. Creates, builds, and adjusts plans within areas of responsibility in partnership with Business Manager and/or Chiefs of Staff.

Space Management and Planning*;

Maintains and manages uptodate spacemanagement processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status). Coordinates largescale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and advocating for appropriate space for their team.

Travel Management;

Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group. Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity.

Huntress Search Ltd acts as a Recruitment Agency in relation to all Permanent roles and as a Recruitment Business in relation to all Temporary roles.