Executive Business Assistant - London, United Kingdom - Hotwire Global

Description

We are a global communications agency. We work seamlessly across our nine offices to help ambitious companies change the game.

When you work with us, we connect and support you in a way that allows you to achieve limitless success and career growth.

We are connected, connected and curious, but most of all we are one team working together to be the global alternative.

Our mission is to be the best agency you'll ever work with.

We would love you to join our UK team as an Executive Business Assistant.

Our Executive Business Assistant is the dynamic force that keeps everything moving forward When it comes to supporting our UK CEO, they are an unstoppable force that keeps the UK team running smoothly, supporting our strategy, delivery of the UK Business Plan, and execution.

The Executive Business Assistant will provide administrative and executive support to the CEO and other senior executives as needed. This role requires excellent organizational, communication, and problem-solving skills and the ability to handle confidential information with discretion.


Daily you will:

• Manage and maintain the CEO's calendar; organize appointments, and meetings
• Organize and coordinate extensive travel arrangements on behalf of the CEO
• Build client relationships (at all levels), and be a goto for clients on behalf of the UK CEO
• Organize client entertainment, meeting planning, and scheduling,
• Work closely with the members of the Global Executive Team and Global CEO
• Work closely with the Global Leadership Team
• Prepare meeting agendas, perform research for meetings, and take minutes during meetings
• Help prepare reports, presentations, and data and maintain files, records, and meeting correspondence.
• Handle confidential information; act as a liaison between management and teams when necessary
• Prepare and coordinate documents for the team, such as the Quarterly Client Portfolio Reviews, Monthly UK Strategic Business Reviews, etc.
• Manage communication between the ELT and employees, liaising with the Exec Team and PR4HW team
• Conduct research and projects on behalf of Executives, including market research, competitive analysis, and industry trends.
• Work with Finance, manage relevant budgets and costs
• Coordinate with the team to plan and organize events, meetings, and employee teambuilding activities or special projects
• Proactively streamline business processes to create efficiency

You'll Bring:

• 5+ years of executive businesslevel support experience
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms
• Excellent organizational skills with an ability to think proactively and prioritize work
• A high degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, employees, and clients
• Ability to handle confidential information with discretion
• Excellent written and verbal communication skills
• Strong decisionmaking ability and attention to detail
• Ability to meet deadlines in a fastpaced, quickly changing environment
• Selfmotivated and proactive taking the initiative and anticipating the needs of their executives
• A cando attitude, where no job is too big or too small
• A team player attitude

Why Us:

• Understanding that life doesn't always fit around the 95; and that work/life balance is crucial
• Wellbeing allowance or private health care
• Freedom and support to be limitless within the business
• Sponsored sabbatical after 4 years' service
• A connected, courageous and friendly team creating adventurous work whilst still having a lot of fun
• An exciting and rewarding longterm career, bringing constant challenge and fresh opportunities as you develop
• The opportunity to have global reach within our offices
• Fantastic benefits, including early finish Fridays, 25 days' holiday and great team socials
• At Hotwire, we engage in Thoughtful Working, which encourages our employees to work in the best possible way for our clients, our team and ourselves, every single day.