Executive Assistant

2 weeks ago

StainesuponThames, United Kingdom IFS Full time
Job Description

We are seeking an highly organized Executive Assistant to support the operational needs of the Chief Operating Officer (COO) of our South West region and the UK Managing Director. This role is pivotal in facilitating the smooth execution of daily tasks and long-term projects by providing comprehensive administrative support.

This role is ideal for a proactive and dedicated individual looking to contribute to the efficiency of our leadership team in the South West region. If you are committed to excellence and thrive in a fast-paced environment, we would like to hear from you.

Key Responsibilities:

  • Diary and Email Management: Maintain day-to-day diary schedules and manage extensive email communications, ensuring leaders are on time and prepared for meetings, including preparing briefing documents. Additionally, act as a backup for the Business Support Executive in managing the President’s email communications and diary as and when required.
  • Meeting Coordination: Organize internal and external meetings, including room bookings and preparing necessary documents, while liaising with key stakeholders.
  • Event Planning: Coordinate regional events and handle logistical aspects to support the President, UK MD and COO and leadership team.
  • Document Preparation: Create and edit presentations, reports, and documents using PowerPoint, Excel, and Word as and when required.
  • Financial Administration: Process and review expenses and other financial requests for the President, UK MD and COO, ensuring adherence to company policies.
  • Travel Arrangements: Manage complex travel itineraries, including flights, accommodations, and ground transportation for the UK MD and COO.
  • Stakeholder Communication: Serve as the primary contact for regional queries and office-related tasks, including incoming and outgoing parcel management.
  • Support and Collaboration: Work closely with the Business Support Executive to assist in travel tasks for the President, providing back-up support as and when needed.
  • Personal Assistant Duties: Handle ad-hoc personal tasks and administrative duties as required.

 

 


Qualifications

  • High level of education
  • >5 years of experience in a similar PA/EA position 
  • Experience of working in the software/technology industry an advantage 
  • Previous experience of working within a sales organization is strongly preferred  
  • Proven history of supporting remote, global leaders across different time zones is preferred 
  • Ability to manage multiple tasks in a timely manner 
  •  Flexibility: Available for support outside standard office hours when necessary.
  • This is an hybrid role: 3 days at week in the office

Personal skills and qualities:  

  • Uses initiative with minimal supervision 
  • Strong communication and interpersonal skills, capable of working with senior executives and external stakeholders.
  • Discretion and confidentiality in handling sensitive information.
  • Problem solver with can do attitude
  • Dedicated to the quality and accuracy of projects from inception to completion 
  • Reliable, trustworthy and ability to maintain confidentiality at all times 
  • Can manage a heavy workload with strict deadlines 
  • Excellent organizational skills with the ability to priorities, multi-task and co-ordinate workloads and work under pressure to meet deadlines 
  • Good time management skills 
  • Flexible and willing to take on ad-hoc tasks 
  • Comfortable working independently and as part of a team 

Technical skills:  

  • MS Office applications – excellent level 
  • Good IT skills and the ability to produce reports and manage data 
  • MS Office 
  • Social media applications (Internal use) 

 



Additional Information

We believe that coming together as a community, in person, is important for innovation, connection and fostering a sense of belonging. Our roles have the right balance of remote and in-office working to enable flexibility for managing your life along with ensuring a real connection with your colleagues and the broader IFS community.

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