Executive Assistnt

3 months ago

Chelsea, Greater London, United Kingdom Simpson Judge Ltd Full time

  • 50% Making the office work
  • 25% COO support
  • 25% SLT support

Making the office work -:

  • Being the goto person for everyone in the team and centre of gravity in the office
  • Able to juggle multiple requests be it any issues in with the IT set up, creating presentations all at the same time
  • Advising best times for team events
  • Know it all for who to speak to in the wider group
  • Creating the culture and fun, overseeing the 'Fun Team' made up of juniors, managing 'Fun Budget'
  • Being that connection between wider team and SLT
  • On hand for any client meeting set ups
  • Leaning in when its all hands on deck with a new business pitch
  • Raising any issues seen in the office e.g. hot tap not working, the air con not working, running out of biscuits

COO & SLT Support:

  • Diary management
  • Document production/filing and contacts database management
  • Credit card and expenses
  • Travel organisation
  • 34 years previous professional experience, with exposure to international environments.
  • Bachelor's degree preferred or equivalent work experience.
  • Fluent in written and spoken English excellent proofreading skills.
  • Strong attention to detail.
  • Evidence of supporting multiple executives.
  • Able to work independently while also collaborative with groups.
  • Ability to work in a high paced, results oriented environment.
Technical Skills

  • Project management: Ability to manage and maintain several internal projects which will house critical information to new business growth across World Services.
  • Attention to detail: Excellent proofreading skills with ability to spot typos, misspellings, punctuation and grammar errors.
  • Excellent IT skills: Excellent in all components of PowerPoint and MS Word with a strong understanding formatting structures for both programmes. Proficient in MS Excel, MS Outlook, MS Teams, Zoom. Ability to quickly troubleshoot straightforward issues with video call devices.
Behaviours

  • Show emotional IQ: Proactively manage upwards, keeping sr. managers and line management up to date on progress and know when to flag any potential issues.
  • Excellent interpersonal skills as you will be a first point of contact for the team, the UK Group, and external contacts.
  • Be proactive and resourceful and have the confidence and experience to deal with tight deadlines and various demands on their time whilst maintaining a very high attention to detail.
  • Build trust: Ability to build strong and trusting relationships.
  • Calm under pressure: Stay calm & collected under deadline pressure.

Additional Key Qualities:

  • Authentic commitment to drive meaningful change to the world. Share our belief that the world 's best solutions to our greatest problems are enhanced by improving how, where, what and why we communicate.
  • Fun. Funny is even better.
  • Tenacity in approaching tasks and solving problems.
  • Proactiveness in suggesting ideas, solutions, help, advice.
  • Ability to adapt to adhoc, busy and rapidly shifting work environment.

Specific Responsibilities
Making the office work - with support from the Operations Manager and Operations Co-ordinator

  • Point of contact for the team to troubleshoot office issues
  • Liaising with building services re. restocking of printer paper and toner; floor planning; office issues
  • Fun team managing the juniors organise the weekly / monthly fun activities, monitoring the budget
  • Organising company events eg. the annual Christmas party (venue, Secret Santa, etc) and ad hoc celebratory drinks throughout the year

COO & SLT Support:

  • Maximising the COO's time by preparing all necessary aspects of client and internal meetings.
  • Presenting accurate information as early as possible to ensure that the COO is always fully prepared and informed.
  • Ability to prioritize and handle multiple assignments at any given time while also serving as a "go to" for all members of a large team.
  • Ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that
- require a quick turnaround, and take effective action without having to know the total picture
Diary management

  • First point of contact for coordination of all diary entries for COO and SLT meetings/calls/events/ appointments, etc
  • Inputting of all meetings into COO's diary and reconfirmation of all arrangements, including restaurant bookings
  • Consistent, detailed and efficient updating of all diary entries, minute by minute, throughout working day
  • Proactively coordinating, preparing for and following up on all recurring meetings eg. mangement meetings
  • Preparation for all meetings & conferences agendas, travel, directions etc.
  • Planning complex travel itineraries, booking accommodation, taxis, trains and flights, etc
  • Preparation of travel details and documents for all trips
  • UK and international
  • Meeting and greeting guests and meeting room setup for all COO's meetings
  • Using absolute discretion when dealing with highly confidential and sensitive information

Messages:

  • Building professional relationships to enable informed awareness of levels of importance/priority when dealing with contacts for diaries, calls and correspondence
  • Ensuring all messages are responded to, being aware of client priority levels and COO's workload