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Executive Assistant to Director, Strategic Partnerships

3 months ago

London, Greater London, United Kingdom Financial Times Full time
About Us

The FT has an uncompromising mission: delivering independent, quality information, news and services to individuals and companies around the globe. It's the cornerstone of our reputation and the heart of our ambitions for the future. But for our people, the FT offers so much more than what we do. FT people come from all kinds of backgrounds and work across a huge range of disciplines and locations, and find an empowering, warm and welcoming culture that values curiosity and rewards smart, ambitious thinking. Those who are willing to unite around our mission and live our values will find plenty to challenge, inspire and interest them. Like the audiences we serve, no two FT people are the same; but together we help our audience be better informed and understand the world around them. It's a job that's never mattered more, and a career that can take you anywhere you want to go.

Our commitment to diversity and inclusion in the workplace

At the FT, we aim for employees across all regions to have a voice so that diverse perspectives are heard and valued. We believe that a supportive workplace is one where employees feel they can be themselves at work and have the flexibility they need to meet their personal needs. We'll continue to remove barriers for all, and in particular barriers facing employees from underrepresented groups.

Job purpose
  • To provide comprehensive executive assistance to the Director, including careful calendar management, highly effective communication with external and internal stakeholders, meeting preparation and travel scheduling.
  • To proactively anticipate the needs of the Director, by co-ordinating operations across the FT Partnerships portfolio with predictive awareness of regular meetings, events and information requirements and quick response times.
  • To create Partnerships materials for the Director and Strategic Partnerships's Operations Manager including speeches, slide deck presentations, updates, and other relevant materials.
  • Demonstrate a strong understanding of the FT's Editorial content and goals.
  • Liaison with FT board members to deliver FT goals, including the CEO, the Editor and CFO and with top Nikkei executives
  • Successful execution of Partnerships projects in areas such as Education, Technology, Data and Luxury.
  • You are a well-organised, highly responsive candidate who wants to develop a career in board-level support at a global media organisation. You will gain experience working across time zones with key stakeholders based in London, Tokyo, New York, Hong Kong and India.
  • Confidentiality is required, as is the ability to work independently with confidence and accuracy.
Key responsibilities include:

Executive support
  • Communicate effectively and consistently, supplying relevant information to the Director
  • This is a London-based hybrid role that requires three days a week in the office
  • Manage access to the Director professionally and tightly, and understand his strategic priorities
  • Manage his calendar intelligently, exercising judgement about good use of time and upcoming commitments
  • Coordinate projects that the Director leads and chairs: drafting agendas; briefing speakers; taking notes; following up on action points
  • Submit expenses in a timely manner on the Fusion Expenses system
  • Organise a meeting schedule for the Director with his direct reports, keeping records and managing actions as needed
  • Liaise with colleagues at Nikkei, the FT's parent company, on relevant initiatives
  • Deputise for the Director in certain administrative and approvals processes
  • Provide personal support as needed
  • Manage his global travel, including booking flights and accommodation using the Egencia system
Team coordination
  • Coordinate and support the small Partnerships team, overseeing the induction of new starters, maintaining files and key documents.
  • Be a central and reliable point of contact for all Strategic Partnership projects
  • Assist collaboration with other FT board members and the FT Corporate Development team
  • Coordinate administrative processes, such as objective setting and performance reviews
  • Liaise closely with the Finance, Communications and Human Resources team about Partnership requirements
  • Administer the overall Partnership budget, ensuring records are up to date and rules enforced
  • Manage the approval of invoices and other documents in the Finance flow
  • Support the Director and his direct reports in following through on staff survey actions
  • Help inspire and motivate the team by supporting a high performance culture, organising a system of regular recognition for key contributions.
Content creation
  • Draft speeches, presentations, updates and other materials on behalf of the Director
  • Work with the team to compile material for summary reports etc.
  • Work with the in-house design team to ensure all such materials look professional
  • Help prepare the Director for media interviews and industry discussions, researching relevant topics, trends and compiling briefings.
Person specification

Required knowledge and experience:
  • Proven ability to multitask in a busy corporate or media environment
  • Experience in a coordinating / project management / team leadership role or function
  • Strong understanding of the role of independent media and an interest in developing media, marketing and comms skills
  • Budget document management
Personal attributes:
  • You have a strong attention to detail, situational intelligence and fast response times
  • You have high levels of integrity and agility
  • You are able to work independently, dependably, without the need for reconfirmation of your work
  • You are comfortable with an external-facing role, including welcoming guests at Bracken House for in-person meetings
  • You are able to prioritise clearly
  • You anticipate needs rather than waiting for instructions
  • You are ambitious for yourself and your organisation
  • You are curious: about the news industry and the world around you
  • You are proactive and able to manage a busy, multi-faceted workload
  • Your written English language skills are strong
  • You are discreet and can handle sensitive and confidential information
  • You can spot opportunities for improvement
  • You have a sense of humour
Application close date: 5pm BST 13/06/2024

What's in it for you? Our Benefits

Our benefits vary depending on location, but we are committed to providing best in class perks across all our offices as well as an inclusive environment to develop your career. Examples of our benefits include; generous annual leave allowances, flexible working (including working from home), medical cover, enhanced maternity & paternity packages, subsidised gym memberships and Giving Back opportunities. Full details of our benefits can be found here.

Further Information

The FT is committed to providing an inclusive working environment for all. We are an equal opportunities employer who seeks to recruit and appoint the best talent regardless of age, gender, ethnicity, disability, sexual orientation, gender identity, socio-economic background, religion and/or belief. We also promote flexible working and will consider specific requests around flexibility for all roles where it can be accommodated. Please let us know if you require any adjustments as part of the application process or to enable you to attend an interview. If you would like to discuss your requirements, or have any questions, and a member of our team will be happy to help.