Executive Assistant to The CEO - West London, United Kingdom - Bain and Gray

Bain and Gray

Verified Company

West London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

ASAP

Start Date

Executive Assistant to the CEO:

REFERENCE:
VB15407
LOCATION:
WEST LONDON
JOB TYPE:
PERMANENT
SALARY:
£50,000-£55,000***This is a great opportunity to work in a newly created role, which you can make your own for an exciting, growing business. This would suite someone who is looking to take their experience to the next level and wants to be part of a driven team.

We are looking for someone who will be responsible for:

Extensive and complex management of the CEO diary across several time zones including all external appointments, meetings and conference calls
Managing schedules intelligently so that time is sensibly distributed and preparation time is saved for meetings and projects
Proactive communication with meeting attendees to ensure agenda points are gathered and prepared in advance of the meeting
Protecting time within diaries for regular 121's with direct reports, monthly management meetings and Executive Committee board meetings
Producing detailed reports, documents and brand appropriate presentations as required including materials for Board Meetings
Managing RSVPs and making reminder calls to ensure attendance of guests to prearranged meetings
Hosting and coordinating both internal and external management and team meetings and events including sourcing suitable venues, materials and equipment, collating agenda points and other relevant documentation, catering and ensuring the general smooth running of the event / meeting
Coordinating and booking UK based and international meetings / events for the Executive Team
Booking extensive local and international travel, preparing all itineraries, travel documentation
Offering emergency assistance in the event that the CEO and Executive team require alternative travel and accommodation arrangements
Handling confidential and on occasion personal or business sensitive information ensuring a watertight process is maintained at all times and any sensitive documentation is appropriately handled
Managing expenses, identifying discrepancies, preparing and submitting for approval
Managing and approving direct reports' expenses, travel and invoices on behalf of the CEO
Setting up new suppliers and managing invoice procedures
Being the main point of contact and gatekeeping both internally and externally, to ensure only the necessary enquiries are filtered through to the CEO

We are looking for someone who has:

Exemplary planning and time management skills
Comfortable working with the CEO remotely. The CEO is based in Monaco and travels frequently.
Highly skilled with Microsoft 365 and Microsoft Teams
Polished presentation and relationship skills
Strong written and verbal communication skills
A keen eye for detail
Proven problem solver.
Focus on accuracy and followthrough
Confident, positive and collaborative
Professional, operating with a high degree of confidentiality and integrity
Adept at anticipating any challenges that might arise in advance and mitigating risk / conflicts that may arise
Flexible within changing environments
A team player and diplomatic, with the ability to build rapport with a wide range of stakeholders
Willing to go above and beyond as part of their role

Additional information

We offer an exciting career opportunity and attractive package:

37.5 hour week
25 days holiday + Public holidays
Discretionary Annual Bonus of up to 12% of base salary
Defined Contribution Pension Plan with company match
Company gym
Range of Employee Discounts

Proof of full COVID vaccinations and boosters essential
Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy. _