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Executive Support Specialist
2 months ago
Job Title: Executive Support Specialist
Job Summary:
We are seeking an experienced and proficient Executive Support Specialist to provide exceptional support to our Chief Executive Officer. The ideal candidate will demonstrate an exceptional level of professionalism, cultural awareness, and an understanding of the intricacies involved in operating within a global organization.
Key Responsibilities:
- Proactively manage and synchronize both professional and personal calendars for the CEO, organizing meetings, appointments, handling complex international travel itineraries and manage expenses.
- Coordinate information as required to ensure the CEO is effectively briefed prior to key meetings working in partnership with the Chief of Staff.
- Proactively support the CEO with email management i.e. reviewing, prioritisation etc
- Work with CoS to ensure effective working, preparation of events and smooth running of CEO office.
- Contribute to the planning and logistics of meetings by creating agendas, recording minutes, and monitoring action items
- Liaise effectively and professionally when dealing with customers, board members, external stakeholders / visitors and internal colleagues.
- Build knowledge about the business and priorities to enable effective and proactive prioritisation.
- Maintain discretion and confidentiality at all times.
- Communication:
- Act as the primary point of contact for communication with other leaders and their assistants, ensuring smooth and professional exchanges.
- Uphold the highest standards of clarity and professionalism in all correspondence and presentations.
- Build trusted, professional relationships internally enabling effective collaboration and delivery.
- Work effectively with the wider EA community including providing holiday cover for other EAs.
- Personal Assistance:
- Coordinate personal commitments, such as appointments and personal travel plans, to maintain a well-balanced schedule.
- Advanced Systems Utilization:
- Navigate the company's systems and processes with proficiency as required for the effective undertaking of the role responsibilities
- Be curious about technology and drive continuous improvements in effective working with the executives and executive assistants.
- Project and Event Planning:
- Support project management efforts to drive initiatives forward working closely with the Chief of Staff.
- Manage the logistics of corporate events led by the CEO and or the Executive Leadership Team with acute attention to detail and organizational finesse.
- Assist in coordinating the agenda and logistics of senior management team meetings and off-sites, and all staff meetings
Requirements:
- Experience and skills
- Experienced at providing direct support to C-level executives, with substantial interaction with other executive offices and their assistants.
- Exposure to working in a global organization with expert experience working across time zones and with different cultures.
- Discretion and unwavering integrity in managing confidential information, with a firm commitment to ethical practices.
- Mastery of Microsoft Office Suite and experience with corporate systems for administrative tasks.
- Can demonstrate growth mindset and how you have driven continuous improvement in how you work and support executives in their effectiveness.
- Can demonstrate the ability to effectively navigate a complex organisation in a fast paced environment
- Can demonstrate the ability to communicate effectively across diverse cultures and corporate levels.
- Exceptional organizational skills and the ability to juggle multiple tasks in a high-pressure environment.
- Proven experience in operating in a corporate environment in an executive support role or in a role which can demonstrate the required skills and experience.
- Comprehensive understanding of executive-level corporate operations and planning cycle.
- Skilled in complex international travel coordination and execution of high-profile corporate events.
- A high standard of both written and spoken English and a proven track record of effective communication within a corporate / executive environment.
Personal Attributes:
- A role model of Colts values, a team player and a trusted colleague within the Leadership team and Executive Assistant community.
- Analytical and problem-solving abilities, coupled with a proactive and inventive approach to challenges.
- Independent and self-motivated, with a track record of initiative and successful task completion.
- Adaptable and resilient, capable of navigating a dynamic workplace and varying cultural contexts.
- A deep sense of responsibility toward maintaining confidentiality and handling sensitive information with care.
- Aligned values and way of working to represent the CEO effectively.
- Comfortable working independently in both remote and office environments.
- Willingness to provide support to the executives during non-standard hours when required.
