Executive Assistant

5 months ago

London, United Kingdom Global Switch Full time

**About the Role**

**Key Responsibilities**:

- Manage and maintain executives’ schedules, appointments and travel arrangements.
- Coordinate logistics and preparations for board meetings, conferences, and executive sessions.
- Planning and managing the meetings which when required include assisting with the report, the meetings, minutes etc.
- Managing the customer Event Calendar, coordinating the availability of Global Switch attendees, and ensuring that corresponding travel arrangement are made.
- Work with the other EAs and the Receptionist/Office Manager to ensure the office runs smoothly and efficiently.
- Proof-reading and checking of documentation in detail, as well as ensuring the timely collation and assembly of documentation, as required to support the Chief Commercial Officer, ensuring they are accurate, and consistent with corporate standards of presentation.
- Planning and managing the ESG meetings which includes assisting with the report, the meetings, minutes etc.
- Keeping an up to date and workable filing system. Responsible for ensuring all documents (hard and digital) are filed and updated when necessary, using the company’s archiving system.
- Conduct research, collect data, and prepare papers for consideration and presentation to the executive team and board members.
- Manage and reconcile expense reports and budgets for the executive office.
- Raising and managing POs for the Commercial team.
- Involvement in the effective co-ordination of external functions including company social functions liaising as necessary with the relevant departments and ensuring company processes and standards are followed and maintained in doing so.
- Act as a liaison between the executive office and other departments, fostering good working relationships across the organisation.

**About You**

You are a proactive, detail-oriented individual with a knack for organising and streamlining complex tasks and schedules. Your excellent communication skills make you a natural facilitator and coordinator, adept at managing the demands of senior executives.

**Key Requirements**:

- Demonstrable experience as an Executive Assistant, Personal Assistant or similar administrative role supporting senior-level executives.
- Experience supporting board-level executives in a fast-paced administrative capacity.
- Exceptional organisational and time-management skills, with a proven track record of effectively managing executive schedules and responsibilities.
- Strong command of Microsoft Office Suite and other productivity tools, with the ability to quickly adapt to new software.
- Outstanding communication and interpersonal abilities, facilitating smooth interactions across all levels of the organisation.
- Discretion and confidentiality are paramount, given the nature of the position.

**About Global Switch**

You might not know it, but you use a data centre like Global Switch every day. Whether you're browsing the web, streaming, playing a game, or simply making a purchase, you are relying on data centres around the world. Global Switch is a trusted name in the industry, with over 20 years of experience and a commitment to long-term partnerships and sustainability.

We value excellence and teamwork, and we always strive to deliver the best customer service and satisfaction. We are a team of skilled and passionate professionals, proud of who we are and what we do. Joining us means becoming part of a team that values learning and growth.

**As an equal opportunity employer, Global Switch is committed to providing a working culture that values diversity and inclusion and is committed to making reasonable adjustments to provide a barrier-free recruitment process and working environment.

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