Executive Assistant

3 weeks ago

City Of London, United Kingdom Clarke Recruitment Solutions Full time

Want to work for a leading global tech company? We are looking for an Executive Assistant for maternity leave cover. This is an opportunity to work alongside individuals who are united by a strong sense of teamwork, service, and excellence. Every Executive Assistant will have to utilise a unique skill set based on their executive’s job functions, personality, and communication style. This is a positive, diverse, and supportive culture and we are eager to add another strong contributor to our growing Executive Assistant team.

Core Responsibilities:

* Manage day to day schedule for an EVP in a global role

* Coordinate internal and external meetings/events (virtual and in person) working across multiple timezones. This will include (but not limited to) team meetings, full staff meetings, all org meetings, offsite meetings, one-on-one meetings, meetings with stakeholders and customers etc

* Proactively manage ever changing calendar priorities based on customer meetings, release cycles, fiscal calendars, current projects, events and team needs

* Book appropriate domestic and international travel within travel policy, taking into account travel visas, costs and proper documentation

* Effectively interface with employees from other groups within and Senior Executives inside and outside the company, and recognise key players within all organisations

* Assist with food orders, luncheon planning, and planning of other business related meetings as requested

* Timely submission of expenses

* Other administrative and project duties as requested

Minimum Requirements:

* Minimum of 5+ years of applicable administrative experience, ideally from a global software organisation

* Skillful execution of administrative activities, with high attention to detail, organisation and process

* Ability to adapt quickly

* Experience with the setting up and management of virtual meeting platforms such as Zoom, Google Livestream and conference calls

* Strong teamwork skills; and a confident ability to offer suggestions and improvements to process and work very collaboratively with others

* Strong relationship management skills, ability to build a personal network throughout the company

* Project Coordination experience needed at an intermediate complexity

* Strong oral and written communication. Ability to communicate clearly and effectively with senior leaders and external partners

* Previous experience partnering with senior management in a fast paced, innovative environment

* Experience working with/in large administrative teams

* Working proficiency of Google Suite (Gmail, Docs, Drive, GMeet). Experience using Quip, Slack, Salesforce, Workday, Tableau and Concur are a plus

* Have the ability to handle confidential material with the utmost discretion

Additional Desired Skills/Traits:

* Customer centric orientation

* Agility and flexibility in response to changing priorities and needs

* Proven ability to manage projects, work under pressure and consistently make deadlines

* Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges

* Possess a natural ability and curiosity to comprehend the global DNA of the company and its organisations

* Ensure communications are clear, thorough, and specific, with attention to follow-through

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