Executive Assistant

Executive Assistant - Bicester - 11 Months FTC - Starting January 2025

RED is a market-leading engineering design consultancy specialising in the Built Environment, Data Centres, ICT and Sustainability. Our innovative solutions and unparalleled expertise push the boundaries of complexity and sustainability.

At RED Engineering Design, we are architects of transformation, partnering with the world's leading organisations to forge next-generation built environments. Our purpose is to drive progress, creating sustainable spaces that harmonise with our planet, while seamlessly integrating ICT innovations that connect humanity. We are dedicated to attracting and nurturing the brightest professionals and graduates, empowering them to collaboratively shape the future. By elevating engineering design innovation, we build legacies that inspire generations to come.

The Executive Assistant will provide a professional, efficient and timely executive assistant service, with high-level administrative support, to ensure time is focussed on governance, strategic planning and overall delivery of the company’s objectives. You will act as a liaison to the Board, Directors and Senior Management teams.

Role Responsibilities

• Provide Executive Assistant support to the Director(s) and be involved in their business and project activities, including work of a highly confidential and sensitive nature
• Offer full EA support, including review all incoming correspondence (mainly emails) and action as appropriate. Follow up on required business items to progress actions and ensure outcomes are achieved, and ensure the Director(s) meets all required deadlines
• Extensive diary management, resolving any scheduling issues, including ensuring sufficient time to complete the Director(s) priorities and optimise their time. Quickly adapt the calendar according to priorities and business needs
• Working closely with the Director(s) to develop strategic business plans and successfully executive objectives
• To provide quality and timely EA support including co-ordinating and preparation of agendas, reports, presentations and minutes as required
• To act as the conduit for communication between the Director(s) department and the wider internal teams and external client base, demonstrating leadership to maintain credibility, trust and support with senior management
• To provide ad hoc project management support together with researching and compiling extensive documentation with an exceptionally high attention to detail
• Preparation of communications / presentation material on their behalf and take a lead role in supporting effective implementation of processes amongst the team
• To maintain own competence and personal development
• Preparation of any RED/wider Group Reporting on the Director(s) behalf
• Attend key meetings with the Director(s) as requested . Take notes of actions and follow up/progress thereafter
• Ensure all business processes are behind adhered to for the Director(s)
• Arrange domestic and international travel arrangements, preparation of itineraries and insurance documentation in line with the company travel policy
• Completing expenses, timesheets and work schedules of behalf of the Director(s)
• Administration of holiday entitlement for the Director(s)
• Leading on conference and event management activities, including logistics, travel, and monitoring budget
• Organise off-site company meetings where required - sourcing venues, controlling and monitoring the contracts and budgets
• Organising documents ensuring effective data management in line with company policy
• Preparation of Board Reports and ensuring the Director(s) are well prepared for meetings and have necessary documentation and briefing papers
• Liaising with external parties including arranging ‘business to business’ meetings and events, welcoming and looking after visitors as required
• Support the tracking of Director(s) client targets and leads with a proactive approach
• Flexibility to assist Director(s) in meeting business/project deadlines
• Reconcile monthly corporate credit card activity on a monthly basis
• Knowledge, guidance and leadership of all project admin related tasks to the project administration team
• Oversee project admin related activities as required, keeping yourself up to speed with all processes and procedures in line with the project delivery requirements
• Checking of documentation to ensure QA procedures are met, raising any inconsistencies and correcting as appropriate
• Arranging internal, external and online meetings for the Director(s), including arranging meeting room bookings, catering as required
• Support ethics and risk compliance processes and preparation of necessary paperwork
• Manage Director(s) task/action list with a proactive approach
• Compilation and formatting of specifications, reports, presentations etc using company templates, and timely processing of general correspondence
• Taking minutes/actions at meetings as required by the Director(s), ensuring proactive follow up to ensure actions are closed
• Leading with the coordination of RFPs/PQQs/Tenders working with the Director(s), including pulling together a first pass document for review; liaising with relevant departments; using and updating the master tender document
• Coordination of NDA's, Sub Consultancy Agreements and Client Contracts via DocuSign for project management team, following process to align with legal team requirements
• Ensure Director(s) are in attendance and/or are prepared for Risk Management Committee responsibilities, preparing documents in advance as necessary
• Knowledge of, and overseeing that site H&S matters are handled from an administration perspective on behalf of the Director(s), and ensure their H&S responsibilities of their role are undertaken
• Provide mentorship, guidance and where appropriate line management to the Project Admin team
• Attendance and participation at the Global and Europe Admin Team meetings
• Holiday cover for other admin team members i.e.. helping to cover the Office Manager in their absence
• Ad hoc admin support tasks, including becoming an Admin Champion for a specific area

Role Requirements

• Minimum 5 years' experience working with Board level Directors
• Previous experience working within an international organisation, desirably within a consultancy environment
• Previous experience in supporting the compilation of aesthetic, engaging and complex presentations
• Proven experience of fostering a good office environment and corporate culture whilst closely working with counterparts in other office locations
• Able to provide excellent administrative and organisational support with the ability to plan and prioritise
• Ability to work productively under pressure, whilst maintaining a calm and professional approach
• Strong accuracy / attention to detail
• 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, whilst able to work independently
• High level of initiative and self-motivation
• Proven experience of operating in a structured and process orientated environment
• High level of initiative and self-motivation
• Ability to liaise at all levels with excellent communication skills, in dealing with the most senior of internal and external contacts and exercising diplomacy and discretion at all times
• Team player with a strong work ethic and ability to build relationships with a range of individuals
• Proficient in the management and organisation of busy and complex diary and travel arrangements
• Proven experience of operating in a structured and process orientated environment
• Possess exemplary time management, multi-tasking, and organisational skills while able to work independently
• Good organisation skills
• Ability to prioritise own workload
• Accuracy / Excellent attention to detail
• Hours flexibility (able to carry out overtime at short notice)
• Excellent interpersonal and communication skills both orally and written
• Ability to delegate and mentor junior members of the team
• Ability to work to tight deadlines
• Excellent knowledge of Microsoft Office 365 suite including Word; PowerPoint; Excel; Outlook; Teams (essential)
• Knowledge of G-Suite (desirable)
• Knowledge of Salesforce, Planisware, Temis and Solar Winds ARM (desirable)
• Knowledge of Docusign (desirable)
• Understanding of engineering terms (desirable)
• Good understanding of international working and business operations of a global consultancy (desirable)
• Understanding and previous experience of ISO9001 and ISO14001 Quality Assurance Processes (desirable)

Benefits

RED offers a variety of benefits, including but not limited to:

• 23 days annual leave rising to 28 days annual leave over 5 years’ service
• Holiday purchase and buy back scheme
• Hybrid Working
• Contributory company pension scheme
• Healthcare Scheme via salary sacrifice (Company funded cover is dependant on level)
• Non-contractual bonus awards
• Training sponsorship
• Charity volunteering leave
• Wellness days/ initiatives.
• Salary commensurate with experience.
• Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.
• We offer a comprehensive benefits package and are an equal opportunities employer.

*This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.

Please note, this is an 11 Months Fixed Term Contract position, starting in January 2025.