Executive Assistant

1 week ago

City Of London, United Kingdom Tate Recruitment Full time

EXECUTIVE ASSISTANT/PA – LONDON, UK

£45 - £60K DOE

We are looking for an experienced Executive Assistant to support our growing London office and International Development.

In this role, you'll both support a local team of engineering and architectural consultants, and you will also provide a key role in leading administrative operations and supporting strategic planning with our UK-based manager and US-based Director of International Development. Our ideal candidate is consistently professional, organised, thorough, and a self-starter who focuses on teamwork while completing a variety of tasks. This role requires strong communication skills and the ability to thrive in a collaborative setting.

Responsibilities:

  • Executive Support: Primarily support the CEO and executive team to achieve company goals and ensure efficient operations.
  • Process Management: Maintain and refine internal processes, coordinating resources to expedite workflows.
  • Communication: Liaise with internal and external executives on various projects and tasks.
  • Scheduling: Manage professional and personal scheduling for the CEO, including agendas, mail, email, phone calls, and logistics.
  • Travel Logistics: Coordinate travel logistics for senior executives, including accommodations, transportation, and meals.
  • Administrative Support: Provide office support such as typing, dictation, spreadsheet creation, faxing, and maintaining filing systems.
  • Confidentiality: Maintain professionalism and strict confidentiality with all materials.
  • Event Planning: Organize team communications and plan events, both internal and off-site.
  • Office Coordination: Assist with office tasks, including resolving building issues, conference room scheduling, and vendor contact.
  • General Tasks: Complete administrative tasks like research, meeting agenda preparation, travel coordination, IT needs, and office supply orders.
  • Meeting Organization: Organize internal meetings, webinars, and conference calls, and occasionally coordinate outside activities.
  • Document Management: Prepare, edit, proofread, and assemble correspondence and documents.
  • Project Opportunities: Locate project opportunities, respond to proposals, maintain marketing materials, and update team CVs.
  • Corporate Liaison: Liaise with US-based corporate administrative teams.
  • Webinar Planning: Plan professional development webinars for outside organizations.
  • Onboarding: Provide onboarding support to new hires and intern associates.

Qualifications:

  • Minimum five years of relevant administrative support experience
  • Proficiency in Microsoft Office Suite (e.g., PowerPoint, Outlook, Excel, and Word)
  • Working knowledge of PDF-editing software (e.g., Adobe Acrobat, Bluebeam), video communications software (e.g., OneDrive, MS Teams, WebEx), and database management software (e.g., Deltek Vision, Workday)
  • Knowledge of IT systems and data security practices
  • Prior experience with the use of and ability to troubleshoot standard office equipment

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