Executive Assistant

3 months ago

Newcastle upon Tyne, United Kingdom RED Engineering Design Full time

Executive Assistant - Operations - Newcastle


RED is a market-leading engineering design consultancy specialising in the Built Environment, Data Centres, ICT and Sustainability. Our innovative solutions and unparalleled expertise push the boundaries of complexity and sustainability


Part of the ENGIE Group, a global leader in low-carbon energy and services, our parent company, Tractebel, is a global engineering and consulting company delivering integrated solutions for sustainable energy and built environment projects.


At RED Engineering Design, we are architects of transformation, partnering with the world's leading organisations to forge next-generation built environments. Our purpose is to drive progress, creating sustainable spaces that harmonise with our planet, while seamlessly integrating ICT innovations that connect humanity. We are dedicated to attracting and nurturing the brightest professionals and graduates, empowering them to collaboratively shape the future. By elevating engineering design innovation, we build legacies that inspire generations to come.


We are now seeking an Executive Assistant to provide professional, efficient and timely executive assistant support to the COO and Operations Management Team.


ROLE RESPONSIBILITIES

  • Provide Executive Assistant support to the COO and Operations Management Team, assisting with the smoothrunning of projects and general business activities, including work of a highly confidential nature
  • Offer full EA support to the COO, including review all incoming correspondence (mainly emails) and action as appropriate. Follow up on required business items to progress actions and ensure outcomes are achieved
  • Extensive diary management for the COO, resolving any scheduling issues, including ensuring sufficient time to complete their priorities. Quickly adapt the calendar according to priorities and business needs
  • To provide quality and timely EA support including co-ordinating and preparation of agendas, reports, presentations and minutes etc as required
  • Work closely with the team to develop strategic businessplans and successfully execute objectives
  • To act as the conduit for communication between the Operations Management Team and the wider internal teams and external client base (as required), demonstrating leadership to maintain credibility, trust and support with senior management
  • Preparation of communications / presentation material on their behalf and take a lead role in supporting effective implementation of processes amongst the team
  • Preparation of any RED/wider Group Reporting on the team’s behalf
  • Attend key meetings with the team as requested . Take notes of actions and follow up/progress thereafter
  • Management, support, and coordination of business projects being led by the team
  • Ensure all business processes are being adhered to for the COO and Operations Management Team
  • Support the Operations Management team in their quest to improve effective implementation of processes across the business
  • Arranging domestic and international travelarrangements, preparation of itineraries and insurance documentation in line with company travel policy
  • Completing expenses, timesheets and work schedules on behalf of the team
  • Administration of holiday entitlement for the team
  • Supporting conference and event management activities
  • Organise off-site company meetings where required - sourcing venues, controlling and monitoring the contracts and budgets
  • Organising documents ensuring effective data management in line with company policy
  • Preparation of Group and local Board Reports and ensuring the COO and Operations Management Team are well-prepared for meetings and have necessary documentation and briefing papers
  • Liaising with external parties including arranging ‘business to business’ meetings and events, welcoming and looking after visitors as required
  • Flexibility to assist Operations Management Team in meeting business/project deadlines
  • Reconcile monthly corporatecredit card activityon a monthly basis
  • To provide adhoc project management support together with researching and compiling extensive documentation with an exceptionally high attention to detail


ROLE REQUIREMENTS

  • Minimum 6 years’ experience supporting Board Director(s)
  • Previous experience working within an international organisation, desirably within a consultancy environment
  • Previous experience in supporting the compilation of aesthetic, engaging and complex presentations
  • Proven experience of fostering a good office environment and corporate culture whilst closely working with counterparts in other office locations
  • Able to provide excellent administrative and organisational support with the ability to plan and prioritise
  • Ability to work productively under pressure, whilst maintaining a calm and professional approach
  • Strong accuracy / attention to detail
  • Trustworthy, with a mature approach to tasks and the ability to maintain confidential information
  • Possess exemplary time management, multi-tasking, detail-oriented and organisational skills,whilst able to work independently
  • Ability to prioritise own workload
  • Hour’s flexibility (able to carry out overtime at short notice)
  • Excellent interpersonal and communication skills both written and oral
  • Proven experience of operating in a structured and process orientated environment
  • Ability to work to tight deadlines
  • High level of initiative and self-motivation
  • Adopt a confident, flexible attitude to managing competing demands
  • Excellent IT skills including Outlook, Word, Excel, and PowerPoint
  • Ability to liaise at all levels with excellent communication skills, in dealing with the most senior of internal and external contacts and exercising diplomacy and discretion at all times
  • Team player with a strong work ethic and ability to build relationships with a range of individuals
  • Background in consulting or construction preferred
  • Good understanding of international working and business operations of a global consultancy


BENEFITS

RED offers a variety of benefits, including but not limited to:

  • 23 days annual leave rising to 28 days annual leave over 5 years’ service
  • Holiday purchase and buy back scheme
  • Hybrid Working - minimum of 2 days a week in the office
  • Contributory company pension scheme
  • Healthcare Scheme via salary sacrifice (Company funded cover is dependant on level)
  • Non-contractual bonus awards
  • Training sponsorship
  • Charity volunteering leave
  • Wellness days/ initiatives.
  • Salary commensurate with experience.
  • Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.
  • We offer a comprehensive benefits package and are an equal opportunities employer.


*This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.

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