Executive Assistant (EA) to CEO

JOB DESCRIPTION

Key_Line (1)

The Executive Assistant (EA) to CEO role is responsible for a full range of administrative support duties, playing a key role in effectively managing the EA function and day to day running of the London office and business support function for the London team. 

The EA must have the ability to find solutions to problems, working independently as well as within a team, have excellent communication skills and be able to disseminate information accurately, and ensure that the London office runs smoothly whilst keeping the tasks of the CEO well organized.

The successful candidate will work closely with the CEO to keep him well informed of upcoming commitments and responsibilities, always staying one step ahead and taking full ownership of the day to day support of the CEO's office including diary management, booking meetings, liaising with senior internal and external stakeholders and dealing with confidential information.

Duties will include various tasks that require constant balancing and an eye for detail. In addition, there will be a broad range of operational issues, which involve managing Restrata's London office, managing administrative tasks and resources originating from various units within the London office staff, which all have different priorities and timelines. Making sure these are met and delivered effectively and efficiently which will all be essential to supporting the work of the CEO.

Excellent IT skills, time management and organization skills are required, together with a flexible, proactive approach to work.

 

Key Tasks and Responsibilities

 

EA responsibilities

  • Email, calendar and meeting management
  • Collating, filtering and prioritizing incoming correspondence
  • Follow up on incoming correspondence, outcomes of meetings and concerns addressed to the CEO, including those of a confidential nature
  • Task Management to include managing status, time, notifications, meeting management and follow up of assigned tasks
  • Taking minutes in meetings
  • Manage and administer meetings and conferences, internal events for the company; both local and international including Board meetings, Executive Leadership Team & corporate social events
  • Preparation and execution of detailed international travel itineraries with visa processing, if required
  • Leave applications, expense claims, IT requests and file management
  • Interface with all internal departments, senior clients and partners
  • Ensure an effective document management system is maintained for both paper and electronic documents
  • Management of the SharePoint site
  • Being aware of projects and resources originating from various service lines, which all have different priorities and timelines which are all essential to supporting the work of the CEO

Office Management and Business Support

  • Meeting and greeting all guests
  • Manage the office cleaning services, including couriers, deliveries, storage, and stock/stationery management
  • Planning and execution of the office and facilities tasks and activities
  • Management of petty cash and office purchases
  • Documentation of office HSE practices
  • Checking meeting room regularly and resetting, clearing, or restocking as needed
  • Admin support for the team (30 + incl. tech team –developers/engineers and product/designer)
  • Work with IT to ensure that the meeting room and office IT equipment is functioning
  • Manage building and office access cards
  • Assist HR and the line manager with employee onboarding
  • Assist in the scheduling and set up of the Townhalls, Quarterly Updates, and other meetings
  • Coordinate internal events for the company

 

Essential Capabilities / Skills

  • Excellent use of MS Office tools (Word, PowerPoint, Excel, Outlook),MS Planner, MS Teams and SharePoint
  • Excellent interpersonal skills and able to deal effectively with people at every level
  • Able to prioritise multiple tasks
  • Experience and sensitivity dealing with confidential information
  • Excellent English oral and writing skills

 

Experience / Qualifications

  • 1-2 years EA to CEO/MD experience
  • 5 years general EA experience
  • Confident, diplomatic and assertive
  • Highly organised
  • Ability to handle a fast-moving environment
  • Able to manage deadline-oriented tasks
  • Self-starter and strong initiative, able to anticipate needs, rather than respond to instructions

FILL IN THE FORM BELOW TO APPLY

Group 961