Executive Assistant

2 weeks ago

London Area, United Kingdom Ocean Energy Pathway Full time

Salary: up to £40,000, dependent on experience

Location: UK (Hybrid position, 2 days a week in central London office required, Wednesday and Thursdays)

About Us: Ocean Energy Pathway (OEP) is a not-for-profit organisation on a mission to accelerate the global clean energy transition by unlocking the immense potential of offshore wind power. We do that by delivering programmes in new markets that build effective collaboration, engage and educate key stakeholders, and offer structured technical assistance to support governments, industry, and civil society to fast-track the deployment of sustainable offshore wind projects. We work closely with industry and civil society organisations across the oceans-climate-energy nexus.

Role Description

We are seeking a highly organised and proactive Executive Assistant to support the Chief of Staff in a dynamic and fast-paced work environment. The ideal candidate will be a skilled communicator, a strategic thinker, and a trusted partner to the Chief of Staff in executing key initiatives. This position requires a blend of administrative expertise, discretion, and problem-solving abilities to facilitate the Chief of Staff's effectiveness and ensure smooth daily operations.

The Executive Assistant will be responsible for performing a wide variety of administrative tasks in support of the Chief of Staff and Senior Leadership Team, as well as the rest of the team as directed.

Reports to: Chief of Staff

Key Responsibilities:

  • Executive Support: Provide high-level administrative support to the Chief of Staff, including calendar management, meeting coordination, and travel arrangements.
  • Communication Management: Draft and proofread emails and internal communications to team members. Serve as a liaison between the Chief of Staff and other executives, team members, and external stakeholders.
  • Meeting Coordination: Organise and schedule meetings, ensure relevant materials are prepared, and track action items. Attend meetings as necessary and provide post-meeting summaries or follow-ups.
  • Project Management: Assist with coordinating key projects and initiatives, ensuring deadlines are met and deliverables are achieved. Track project progress and provide regular updates to the Chief of Staff.
  • Operational Support: Assist with managing office logistics, including maintaining supplies, organising internal documents, and facilitating communication across departments. Supporting Finance team with expense administration.
  • Office management: Oversee daily office functions, ensuring a clean, organized, and efficient work environment.
  • Confidentiality and Discretion: Handle sensitive and confidential information with utmost discretion and professionalism.
  • Prioritisation and Time Management: Proactively identify priorities and adjust schedules to meet changing demands. Ensure that the Chief of Staff's time is allocated effectively and efficiently.
  • Special Projects: Assist the Chief of Staff with ad hoc assignments, including research, report preparation, and the execution of strategic initiatives.

Qualifications and experience:

  • Proven experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting senior leadership, preferably in a fast-paced environment.
  • Excellent organisational skills, attention to detail, and the ability to manage multiple tasks and priorities simultaneously.
  • Strong written and verbal communication skills with the ability to interact with a wide range of stakeholders.
  • Proficiency in office software and tools (Microsoft Office Suite, Google Workspace, etc.), and familiarity with project management tools (e.g., Asana, Trello).
  • Discretion and professionalism in handling confidential information.
  • Strong problem-solving abilities and proactive approach to anticipating needs.
  • Ability to remain calm and effective under pressure, with a high level of adaptability.
  • A bachelor's degree or equivalent experience is preferred.

Preferred Skills / Beneficial Attributes

  • Collaborative: Works well with others, builds positive relationships, and is a team player.
  • Proactive: Takes initiative, anticipates needs, and finds solutions before issues arise.
  • Detail-Oriented: Demonstrates an eye for detail and accuracy, ensuring nothing is overlooked.
  • Discreet: Exercises judgment and maintains confidentiality in all situations.
  • Resilient: Capable of handling multiple responsibilities and navigating through unexpected changes.

Benefits & Compensation

  • A collaborative and inclusive work environment
  • Private Healthcare
  • Flexible working
  • Competitive salary
  • Up to 15% pension contribution from the company
  • Professional development opportunities with specific budget allocated towards employee skills and career development
  • Some potential for work travel

Application Process

Please apply using Linked in through our job advert. Only candidates shortlisted for the 1st round of interviews will be contacted by OEP.

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