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Executive Assistant - Board and Director level

  • Location

    City of London, London

  • Sector:

    Administration

  • Job type:

    Permanent

  • Salary:

    £35000.00 - £40000.00 per annum

  • Contact:

    Danielle Nixon

  • Contact email:

    Danielle.Nixon@morson.com

  • Job ref:

    172232DNN_1578996996

  • Published:

    7 days ago

  • Expiry date:

    2020-01-19

  • Start date:

    ASAP

The role of Executive Assistant is a permanent role that reports to both the Strategy and Development Director and the Corporate Strategy Director. The former is a member of the Executive Board and the latter, reporting to him, is also in a senior director who also operates at the most senior levels within the business.

The Strategy & Development Director is responsible for primarily 5 functional areas within the business:

  • Corporate Strategy
  • M&A / Business Development
  • Group Tendering
  • Transformation
  • Asset Management

This role of Executive Assistant is to provide a high-quality support to these directors.

Main duties and responsibilities:

Provide an effective and responsive PA and administrative service to the Directors. This will include but is not limited to the following:

  • Prepare and edit correspondence, communications, presentations and other documents (including ensuring quality control on documents) and ensure timely collation and distribution
  • Design and maintain databases (e.g. team Sharepoint sites)
  • File and retrieve documents and reference materials
  • Conduct research, collect and analyse data to prepare reports and documents
  • Manage and maintain executives' schedules, appointments and travel arrangements
  • Arrange and co-ordinate meetings and events (including agenda, logistics, actions, follow ups and feedback)
  • Design and control calendar of events for the year
  • Record, transcribe and distribute minutes of meetings
  • Monitor, screen, respond to and distribute incoming communications and queries
  • Receive and interact with incoming visitors
  • Liaise with internal staff at all levels (including CEO and other senior Directors)
  • Interact with external clients
  • Co-ordinate project-based work (e.g. setting up conference calls and help facilitate webinars as and when required)
  • Review operating practices and implement improvements where necessary, to ensure efficient and professional working practices
  • Arrange accommodation and travel logistics as and when required for both Directors, and process personal expense claims
  • Manage finance and compliance processes, including:
  • Track and manage invoice processes including setting up of Purchase Orders and new suppliers
  • Manage the monthly compliance returns on behalf of the Directors
  • Work with Finance to make sure we have data in an accurate and timely way

Key competencies:

  • Proactive and "can do" approach
  • Ability to act independently as well as part of a team with own judgement and decision-making ability
  • Strong communication skills
  • Willingness to work well with others (incl. providing support and help) and ability to develop and maintain relationships
  • Professionalism and ability to maintain confidentiality
  • Adaptable to change
  • Attention to detail and accuracy
  • Organisation and planning skills
  • Problem solving and data gathering / management skills
  • Ambassador to promote and implement the company values both within and outside the organisation

Education and experience:

  • Strong experience working as an EA/PA for Directors, typically with at least 3 years' experience providing support at a high level
  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite, including Outlook, Excel, Word, PowerPoint (will be required to produce and collate high quality presentation materials)
  • Knowledge of standard office administrative practices and procedures
  • Strong written and verbal English language skills essential
  • Numerate and ability to use MS Excel