Executive Assistant to Vp

4 months ago

Leatherhead, United Kingdom KBR Full time

**Title**:
Executive Assistant to VP

**Location - Leatherhead/ hybrid working but must be able to be on site as and when required.**

**The Role**

As the Executive Assistant to the Vice President (VP) for the Government Solutions International (GSI) - Projects & Programmes (P&P) business unit, you will play a crucial role in providing personalised support and assistance to the VP of the business unit and be a member of the senior leadership team. You will be responsible for maintaining high levels of confidentiality, managing complex schedules, coordinating travel arrangements, and facilitating seamless communication between clients, stakeholders, and internal teams.

**Responsibilities**
- Provide high-level administrative support to an executive level leader, including managing correspondence and calendars, scheduling appointments, and coordinating meetings and travel
- Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment or repairs, coordinating office renovations
- Handle sensitive and confidential information with the utmost discretion and professionalism
- Act as a primary point of contact for VP and appropriate associated peers and/or direct reports, efficiently managing communication and correspondence

**Workflow Management**:

- Summarise correspondence, highlight key issues or topics for review, and follow up to ensure proper and timely response
- Manage the workflow of multiple matters, within a continuously adapting schedule, for VP
- Prepare and review non-routine letters, memos, documents, and various reports for Senior Executive signature to ensure compliance with correspondence guidelines
- Update and maintain records and files using appropriate records management system
- Develop creative approaches and alternatives to the resolution of issues and problems

**Travel Coordination**:

- Organise domestic and international travel arrangements, including travel permissions, flights, accommodation, ground transportation, and itinerary planning
- Ensure travel logistics align with VP’s preferences, and security requirements
- Anticipate and address any potential travel disruptions or issues proactively
- Willingness to, on occasion, resolve emergency arrangements or issues that arise outside of normal working week attendance

**Financial Administration**:

- Processing and submission of expense claims
- Assist in managing financial transactions, including invoice payments, expense reports, and reconciliations
- Liaise with accounting and finance teams to ensure accurate tracking and reporting of expenses
- Maintain records of financial documents and ensure compliance with relevant regulations

**Event Planning and Coordination**:

- Coordinate and oversee the planning and execution of events, meetings, and gatherings hosted by VP
- Collaborate with vendors, venues, and external partners to ensure events are executed seamlessly
- Manage invitations, RSVPs, and guest lists, ensuring a smooth experience for attendees
- Prepare to host Senior Executive visitors to include passing security clearances and escorting

**Client Relationship Management**:

- Foster strong relationships with VP understanding their preferences, needs, and priorities
- Act as a liaison between clients and internal teams, ensuring prompt resolution of enquiries and requests
- Maintain an awareness of internal structural levels and hierarchy within the organisation
- Provide exceptional customer service and personalized attention to enhance the client experience

**What We Need**
- We need someone who is highly adaptable and can efficiently handle changing priorities and tasks
- Exceptional communication and interpersonal abilities, with a high level of professionalism and discretion
- Excellent emotional intelligence with suitable written and verbal skills. Have the ability to adapt style as appropriate to the specific audience/recipient
- Excellent organisational/planning skills
- Strong attention to detail and problem-solving skills, with the ability to anticipate needs and address issues proactively
- Proactive can-do attitude as part of a great business
- Demonstrate complete digital literacy and a quick aptitude for learning new systems
- Bachelor’s degree in Business Administration, Finance, or a related field (preferred)

**What we Offer**
- Meaningful work that makes a difference to the world that we live in - making it a safer, sustainable and more secure place.
- A Company where you can Connect, Belong and Grow
- Competitive salary and benefits package
- Exposure to high profile clients and prestigious networks
- Dynamic and collaborative work environment underpinned by a great culture

**Join Our Talent Community**

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At KBR, we partner with government and industry clients to provide purposeful and comprehensive solutions with an emphasis on efficiency and safety. With a full portfolio of services

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