Executive Assistant

2 weeks ago

London, Greater London, United Kingdom A+E Networks Full time
London

  • Permanent
  • Full Time

A+E Networks UK
We currently have a fantastic opportunity for a polished EA to support our Senior Leadership Team.

As the EA you will be acting as a gatekeeper and will always be one step ahead, providing forward planning and carrying out full EA duties.


The EA role will support the Senior Leadership Team with effective diary management, coordinating events, ensuring meetings are planned and organized effectively, and liaising with external clients.

Other ad hoc duties include raising Purchase Orders for the SLT members, and supporting Finance with Concur as required.

You will also be responsible for travel arrangements and expenses for the SLT members, as well as organising travel arrangements for larger scale events for the SLT that require central co-ordination.


Key Responsibilities

  • Internal meeting management arrange meetings and coordinate diaries effectively taking into account the nature of meetings and the level of priority, room availability and other requirements.
  • External meeting management liaise with clients to obtain/provide all necessary information and requirements, coordinate diaries, arrange meetings, organise travel and hotel bookings, venues or restaurant bookings and/or schedule itineraries.
  • Event managmement project managing special events as and when required, (includes managing client lists, booking venues, creating invitations, menus and signage, arranging catering, coordinating travel, and communicating event details).
  • Board Meeting Arrangements preparing decks, consolidating documents, ensuring clear communication to the Company Secretary, binding and collating of packs, following up on minutes, any outstanding Board papers. Carrying out test calls with IT, prior to Board meetings. Archiving old Board documentation.
  • Develop and maintain good working relationships with business stakeholders (internal and external).
  • Liaise with the IT Department for any IT support, computer, equipment and phone issues of SLT.
  • Meet and greet visitors and prepare rooms for meetings with external clients.
  • Set up domestic and international conference/video calls.
  • Process expenses in Concur.
  • Manage SAP (raising purchase orders, adding and editing vendors, etc.).
  • Prepare agendas for EMEA SLT trips, SLT trips, SLT away days and Board meetings. Supporting EMEA SLT and their assistants when they travel from time to time.
  • Keep T&E/T&D budgets up to date.
  • Record and track annual leave.
  • Arrange external away days for the SLT (such as team building, strategy days etc.)
  • Act as point of contact for external partners and stakeholders being an ambassador for our brand and culture.
  • Vendor management for SLT taxi vendors, meeting venue vendors, travel agents, as well as regular reviews and service delivery updates.
  • CDT support for meetings, interviews and ad hoc tasks.
  • CO2 offset for flight documentation to be kept up to date and tracked for SLT.

Person Specification
You will be...

  • A team player always willing to help others.
  • Trustworthy and reliable, able to deal with confidential information.
  • Proactive, selfmotivated and able to take the initiative to get the job done.
  • Technically savvy; to confidently use electronic devices to complete tasks as requested.
  • Flexible and positive; seen as approachable.
  • Diligent; a great work ethic, responds to business needs as required.
You will have with...

  • Effective diary management skills and executive assistance experience to the senior management level and key stakeholders.
  • Excellent administration and organisational skills.
  • Project management experience; proven experience of working with multiple projects and competing deadlines.
  • The ability to prepare clear and concise documentation; to disseminate varied pieces of information to different people with clarity and direction.
  • Experience with managing varied workloads within a busy office environment; to resolve problems quickly and effectively, determining appropriate courses of action.
  • Good relationship management skills.
  • Proficient experience with Microsoft (Outlook, Word, PowerPoint, Excel) and SAP.

Company Values

THINK NEXT

  • Embrace and anticipate change
  • Invent for tomorrow
  • Challenge the status quo
  • Identify future trends and seize opportunities
  • Be ambitious, don't be afraid to aim for bigger and better

OWN IT

  • Commit to your idea and run with it
  • Embrace responsibility
  • Everyone has a voice at all levels in the organisation
  • Be brave, be daring overcome obstacles
  • Acknowledge mistakes and learn from them

FIGHT AS A FAMILY, WIN AS A TEAM

  • Be passionate about your ideas
  • Challenge, collaborate and unite
  • Celebrate everyone's success
  • Build friendships we work at our best when we're in it together

LOVE WHAT YOU DO

  • When you love what you do, your enthusiasm is infectious
  • Be proud of our brand and bring it to life
  • Channel your heart and passion

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