Executive Assistant - London, United Kingdom - Wavemaker

Wavemaker

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Specification

Job Title:

Executive Assistant

Reporting to:

Chief Strategy and Planning Officer and CMD's

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Role context**The Executive Assistant role is one designed to provide the department heads with the required level of proactive and consistent support and assistance. The Executive Assistant should always be one step ahead, pre-empting situations before they arise.

We are looking for a combination of experience and skills to date, as well as the characteristics of the individual as we are looking for someone who is professional, solutions-focused, trustworthy and warm-natured.

A creative-thinker with high emotional intelligence, who can adapt and flex their approach depending on the circumstances.

Responsibilities**:

Act as the main point of contact for all direct reports as a professional and approachable representative
Proactive and consistent coordination of daytoday meeting schedules, business travel etc
React quickly to unanticipated changes in priority and communicate with those affected in a timely manner
Establish relationships and build rapport with internal and external stakeholders, maintaining a clear line of communication
Organisation and minute taking at weekly management board meetings
Coordination of initiatives e.g., Team Away Days / Company Meetings and working closely with the marketing department
Partnering with Facilities Management to ensure correct set up of meetings in Sea Containers
Carry out full administrative duties on behalf of your direct reports including (but not limited to):
Complex diary and inbox management.
Arrange and schedule travel and accommodation requests
Liaise with internal and external clients, suppliers and members of staff
Organise internal and external meetings, including meeting and greeting visitors
Set meeting agendas, attend meetings with your direct reports and action followup points when required
Provide all information necessary to your direct reports to ensure she is fully equipped and wellresourced to attend meetings and manage commitments
Intercept incoming calls, mail and visitors, determining their priority and redirecting them when appropriate
Delegate and coordinate projects and tasks as requested by your direct reports
Provide adhoc support in other areas as and when needed
Process expenses and complete timesheet data in Aura. Approve any team timesheets waiting.
Weekly management meetings. Create and share agenda, attend meetings, take minutes, and circulate actions points.
New starter, raise new joiner forms and add onto various systems, distribution list and team meetings.
Internal Training, supporting the organisation of inhouse training events

Skills and Behaviours

5 years experience in a similar role supporting senior management
Excellent written and verbal communication skills
Ability to work in a highly pressurised environment with a high level of emotional intelligence
Proactive at all times and able to make decisions autonomously
Ability to build effective relationships at all levels of employees and senior clients, media owners and key industry contacts
Methodical and thorough approach to work with an ability to keep a clear mind in a busy environment with a great variety of tasks
Selfmotivated and able to work independently as well as able to work alongside a wide range of people in different areas of the business
High attention to detail with a structured approach to work tasks with a good sense of prioritisation
Previous experience of working with highly sensitive and confidential information
Good computer skills (MS Office Word, Excel and Powerpoint) are required
Enthusiastic "cando" attitude with consistent demonstration of conducting responsibilities to an excellent standard