Executive Assistant to Director
3 days ago
RED is an award-winning building services design consultancy. We are looking for an experienced Executive Assistant to join our friendly, fast paced and creative working environment.
**ROLE RESPONSIBILITIES**
- Provide Executive Assistant support to a Senior Leadership member, to aid the smooth running of projects.
- Work closely with Leadership Member to develop strategic business plans and successfully executive objectives.
- Assist Leadership Member to coordinate and lead their RED sector/client team and associated meetings. 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 Leadership Member’s behalf.
- Attend key meetings with leadership member - for example (but not limited to) Sector/Client Strategy Days, Client QBR Meetings, sector finance/budget meetings. Take notes of actions and follow up/progress thereafter.
- Management and oversight of business projects being led by your Leadership member.
- Ensure all business processes are being adhered to for your Leadership Member sector team.
- Work closely with your Leadership Member’s sector management team and be an integral part of the team to maximise efficiencies within the sector.
- Consider ways to improve effective implementation of processes within the Leadership’s RED Sector / Client team area. Share ideas with Admin/SHEQ/Business Manager and implement accordingly.
- Work with Business Services Manager and SHEQ Manager to input/contribute towards the evolution of RED’s Global SharePoint site and effective implementation of processes associated with this.
- Active participation in RED Global Admin Team Meetings. Contribute towards best practices.
- Look ahead as Leadership’s sector/client team grows, consider what resource may be required from an admin perspective - flagging with the Admin Team Lead accordingly.
- Act as a Mentor to admin members within their RED sector / client team to support and guide the wider admin team as may be required from time to time.
- Reproduction of letters, reports, minutes and timely processing of general correspondence.
- Project duties: acting as main point of contact for project related tasks including compilation and formatting of specifications, reports, presentations, document printing and binding, etc.
- Management of RFP process and for your Leadership Member - coordination of the whole process from start to finish, management of sub consultants, prepare relevant documentation as a first pass for review. Work with marketing/bid team to ensure up to date library of collateral.
- Arranging domestic and international travel arrangements, preparation of itineraries and insurance.
- Extensive diary management.
- Completing expenses, timesheets and work streams.
- Administration of holiday entitlement for director(s).
- Supporting conference and client event management activities.
- Organising and storing paperwork, documents and computer-based.
- Preparation of Group and local Managing Board Reports and ensuring the Directors are well-prepared for meetings and have necessary documentation and briefings.
- Flexibility to assist director(s) in meeting business/project.
- Organising audio and video conference calls for director(s).
- Reconcile monthly corporate credit card activity on a monthly
- Support Ethics and Risk compliance processes and preparation of necessary literature.
- Audit and administration of holiday entitlements, expenses and timesheet procedures for director(s)/team.
- Support project QA compliance and document.
**ROLE REQUIREMENTS**
- Extensive Board Director Level EA experience.
- Business Management or Bachelor’s degree desirable.
- Previous experience working within an international organisation essential, desirably within a consultancy environment.
- Previous experience in supporting the compilation of aesthetically engaging and complex presentations.
- Previous experience in using online project/practice management systems (desirable).
- Proven experience of fostering a good office environment and corporate culture while closely working with counterparts in other office locations.
- High level of proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, SharePoint and Social Media web platforms.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- 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 while able to work independently.
- Proficient in the management and organisation of busy and complex diary and travel arrangements.
- Ability to prioritise own workload.
- Accuracy/excellent attention to d
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