Executive Assistant

6 months ago

Uxbridge, United Kingdom Encore Global Full time

**Executive Assistant to the Managing Director EMEA**:
**Uxbridge, London, UK.**

**Position Overview**:
The Executive Assistant operates independently providing a wide range of high level comprehensive administrative and operational support. This position will function as an integral part of the Encore team and will work independently on a wide variety of activities and confidential matters with discretion. This position will report to the Managing Director EMEA and support two-to four other senior executives.

Encore strives to create workplaces that reflect the communities in which we work and live, and where every individual has a full sense of belonging. Our commitment to diversity, equity and inclusion fuels innovation, collaboration, expertise, and excellence, while connecting us more closely to our customers

**Key Job Responsibilities**:

- Communicates with internal and external clients serving as the ‘gatekeeper’ for direct access to the Managing Director EMEA.
- Provides a bridge for smooth communication between the Sr Leadership Team and internal departments.
- Researches, prioritises and follows up on incoming issues and concerns addressed to the Sr Leadership Team, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, and response.
- Keeps Managing Director EMEA and Senior Leadership Team informed of upcoming commitments and responsibilities.

**Meeting / Material Preparation**
- Conducts research, collects, and analyses data for preparation of reports.
- Proofreads technical documents for grammar and formatting.
- Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating web content.
- Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.
- Ensures operation of equipment in executive board room.by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Prepares financial records management includes updating expense accounts, checking corporate credit accounts, and processing payment requests.

**Executive Administrative Support**
- Performs a wide variety of administrative duties for executive leadership including, but not limited to, maintaining calendars/scheduling appointments, managing telephone calls, responding to requests by gathering and providing information, completing expense reports, booking domestic and international travel, as well as composing, modifying, and proofreading correspondence, preparing routine correspondence, interoffice memoranda, etc.
- Makes timely arrangements for department meetings, video, and conference calls to include booking rooms, arranging for meals, assuring AV and meeting supply needs are met, taking meeting minutes, and coordinating all meeting planning with appropriate internal and external parties.

**Job Qualifications**
- 5+ years of Executive Assistant / administrative experience supporting one or more senior executives in a corporate environment.
- Prior C-suite experience preferred.
- Advanced proficiency in Microsoft Office suite
- Strong organisational and interpersonal skills
- Professional, proactive demeanor
- Excellent written, verbal, and organisational skills
- Detail oriented
- Ability to work with highly confidential and sensitive matters requiring discretion.
- Ability to exercise good judgement in a variety of situations.
- Ability to maintain a realistic balance among multiple priorities.
- Ability to prioritize conflicting needs, handling matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Willingness to work a flexible schedule.

**Competencies**
- Concern for Quality
- Exceeds Customer Expectations
- Communication
- Teamwork
- Integrity

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