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Assistant / Executive Assistant to CEO

3 months ago

Abingdon, Oxfordshire, United Kingdom Redefined Ltd Full time
This pivotal role will ensure the CEO's time is optimally aligned with their priorities. The successful candidate will demonstrate a deep understanding of our core business and leverage expert prioritisation strategies. They will manage a dynamic meeting schedule over multiple time zones on a daily and evolving basis. Operating at a high level, you will provide invaluable assistance to the CEO in navigating C-suite responsibilities.

More than just administrative support, this role acts as a trusted partner to both the CEO and entire Executive Leadership Team (ELT), using expert organisation skills and a proactive approach you will deliver professional and productive Executive Support.

What you will be doing:

Calendar Management:
Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts and changes; provide judgements and recommendations to ensure smooth day-to-day engagements.

Comprehensive Administrative Support:

Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists.


Primary Point of Contact:

Serve as the primary point of contact for internal and external contact on all matters pertaining to the CEO, including those of a highly confidential or critical nature.

Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style and organization policy.

Briefing Pack:

On a daily basis to provide the CEO with a 'briefing pack' setting out the priorities for the day, schedule of meetings, all appropriate papers and highlighting any information or emails of an urgent nature.


Travel Planning:
Proactive planning and booking of travel; for both domestic and international (multi-location) travel, including visas and accommodation.

Stakeholder Liaison:

Frequent liaison with senior level internal and external contacts at partner organisations, stakeholders and across the industry, dealing with routine issues and coordinating more complex responses, ensuring these are delivered in a timely and effective manner.


Board Meeting Logistics:

Arrange and handle all logistics for Board meetings and events including scheduling the annual calendar of meetings and booking of venues.


Communication:
Provide a bridge for smooth communication between the CEO and all colleagues globally.

Research and Presentation:
Conduct research and present findings in a clear and concise manner to support informed data driven decisions.
Qualifications
What we are looking for:
Exceptional relationship management skills coupled with the ability to effectively engage with a diverse array of partners.
Proven experience of high-level executive support gained over numerous years working in a global organisation.
Self-starting initiative; to anticipate needs of executives and plan accordingly.
Demonstrated ability to make informed decisions regarding priorities, ensuring efficient allocation of resources.
Capacity to respond with appropriate levels of urgency to situations and events that require quick action or turnaround.
Advanced proficiency supplier management.
Discretion in handling confidential and sensitive information.
The ability to work under pressure with tight deadlines
High level of resilience to navigate through change and ambiguitywith poise.

Flexibility and adaptability to juggle a range of different tasks and dedication to the job to ensure that deadlines are met, and challenges resolved.

Exceptional written and oral communication skills;
Excellent IT skills, including knowledge of a range of software packages.
Research orientated mindset to digest, analyse and present material clearly and concisely to an executive audience.
Efficient project management skills with dedication to the quality and accuracy of projects from inception to completion.

High EQ with the ability to work collaboratively and bring people together towards common goals using strong personal influencing skills.

A robust nature, and the ability to thrive in a fast-paced environment, to think creatively, and produce innovative solutions.

Leverage talents as a masterful problem-solver and a strong organizational force to manage complex challenges and drive successful outcomes.

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