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Executive Assistant

3 months ago

Uxbridge, United Kingdom Proclinical Full time

The role reports to the Executive Director of an International Communications Organisation and supports them and their three direct reports in managing teams across International markets.

The team is comprised of 60+ employees spanning across +25 markets from Japan to Latin America, Europe, Canada and Asia (all markets with the exception of the US). We are a very diverse team in respects to culture, background, capabilities, and structure.

This role is on a 12 month contract and is a hybrid working arrangement.
- **Requirements**:
- Significant experience managing senior leaders and administrative projects in a global, highly matrixed organization. International experience preferred.
- English language fluency; other European languages desired, but not required.
- Project management expertise, setting clear objectives, project plan / roadmap, metrics, and cadence to ensure programs progress on track
- Successful experience in managing large meetings, group initiatives.
- Ability to work across large groups of senior stakeholders via their administrators and S&O
- Exceptional collaboration skills with the ability to partner effectively within the department
- Superior written and interpersonal communications skills. Strong presentation and facilitation skills
- PowerPoint, Teams, SharePoint, one note, workday - technology platform capability
- Strong organizational skills to be proactive in upwards management of meetings and diaries
- Ability to anticipate problems and resourceful in finding solutions. Exhibit sound judgement and ability to prioritise and make decisions.
- Ability to work independently.

Main Responsibilities:

- Meeting management and planning- Planning, drafting invites and organising the cadence of leadership team meetings and monthly all international employee town halls.
- To support Executive Director in developing the agenda, inviting and organising internal and external speakers, drafting the PowerPoint and managing the technological set up and running of the meeting

Administration- Diary management for the Executive Director, travel and expense arrangements and reporting for the three direct reports
- International CA budget tracking spend and reporting to the Executive Director working in collaboration with WW CA S&O team
- Raising POs, processing invoices, third party contracts
- Close collaboration and working relationship with WW administrators for line of sight of key activity

SharePoint- Ability to build folders, organise and upload content to SharePoint for international markets working with the WW CA SharePoint site
- Calendar - Managing and updating the WW calendar of milestone events taking place in International markets ensuring international teams are aware of key up and coming activity
- Liaising with WW CA Main Admin and markets for content sourcing for needed deliverables, i.e. 'Weekly alert', organizational announcements.

Annual planning- Setting up face to face / virtual workshops for annual planning meetings across the International leadership team, organising the agenda, logistics and participants and interface with WW planning milestones

LI-NS1

Commercial