Executive Assistant to The President

1 week ago

London, Greater London, United Kingdom The Behavioural Insights Team Full time

What does the Executive Assistant do?

The Behavioural Insights Team is looking for a highly organised, efficient and team focused Executive Assistant to directly support their 'President' and provide calendar and travel support to two other leaders.

For the President, you will excel at balancing the demands of high-profile stakeholders in the public and private sector, manage a busy diary of internal and external meetings and international delegations, arrange international travel, and coordinate the planning and execution of internal and external events with the BIT wider team.

You must have a flexible approach and be willing to pitch in to support the business outside of this role on behalf of the President.

This is a highly exciting opportunity to become a valued member of the organisation, working at the core of our business and with a global leader in Behavioural Science.

You will be in a highly supportive team with the President's Policy Advisor and other EAs to ensure the smooth running of the President's office.

Your time will be spent roughly 75% providing support to the President and 25% providing calendar and travel support to two other executives.

Main responsibilities Become a trusted partner to the President by:
  • Full diary management including prioritising their time, scheduling and rearranging appointments
  • Ensure the President is always in the correct place at the correct time, briefed and has relevant papers and information;
  • Ensure appropriate time is safeguarded for important company and contractual commitments;
  • Ensure reception is aware when external guests are visiting and being present to greet them;
  • Assist with the management of the President's mailbox, monitoring and flagging incoming mail, and when appropriate sending replies under own signature or preparing drafts for the President;
  • Provide support for other adhoc business activities related to the wider business;
  • Book international travel and accommodation, and provide itineraries for all business travel;
  • Manage reconciliation of President's credit card with appropriate receipts;
  • Alongside the Policy Advisor, act as the President's main contact point internally and externally
  • Respond to adhoc internal requests, supporting others to get answers to their queries;
Duties for two other roles (Global MD and FD):
  • Manage the Global MD and FD's diaries and schedule of appointments, adequately prioritising their time as appropriate;
  • Ensure rooms are booked for all onsite meetings and dial in details included;
  • Ensure reception is aware when external guests are visiting and greeting them upon arrival;
  • Book all international travel and accommodation for the Global MD and provide itineraries for all business travel;
  • Manage the reconciliation of Global MD and FD's credit card with appropriate receipts;
Other duties:
  • Support organisation for a range of meetings and events at internal/external venues for the wider team;
  • Organise the invites and maintain a schedule of guest speakers for weekly internal lunchtime seminars, working alongside the events team if required;
  • Working as a team with the other EA's/PA's to help with cover when they are absent / on annual leave
What makes a great Executive Assistant at BIT? Essential
  • Excellent communication skills, ability to represent the business in a professional manner in all situations;
  • Demonstrable experience in administering multiple projects and tasks and the communications surrounding these;
  • Experience of managing a complex diary;
  • Excellent organisational skills, with experience of having to work under pressure and managing conflicting demands whilst remaining calm.
  • Successful track record of operating in EA roles including diary management support at a senior level;
  • A keen sense of personal impact
  • Highly confidential and discreet
Desirable
  • Understanding of government
  • Experience working with C-Suite
  • Interest in event / seminar organising
  • 5+ years experience in a similar role
Who are we and what can we offer you? BIT really is a great place to work:
  • We encourage flexible working and have a culture which enables this; for example flexible start and finish times and an IT set up which allows for easy working from home options
  • We have regular team lunches with inspirational guest speakers.
  • We have a flexible benefits programme which currently includes things like gym memberships, cycle to work schemes and the ability to buy extra annual leave at the start of the year.
  • We're a social bunch and have a variety of interest groups including Film Club, BIT Kids for our parents & 5aside team to name a few.
  • We have a great office, which has an amazing coffee machine and fridges stocked full of soft drinks
How to apply
We use a great platform called Applied for our recruitment processes. You will need to answer a few work-based questions which will be anonymously marked by me #J-18808-Ljbffr

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