Opportunity for an Executive Assistant to join a globally recognised Energy Trading Company.
This position is responsible for providing comprehensive, proactive, and highly confidential EA and administrative support.
The role is for approx. 1 year, to provide separate maternity cover to two different EA’s with a crossover period of dual support. The incumbent will provide direct support to the EVP T&S Finance and EVP of Trading Floor, based in our Trading office in London.
The successful incumbent will act as the single point of accountability for the Senior Leaders but will work closely with other PAs across T&S to support each other and the leaders of the Trading business.
Responsibilities
EVP EA support
- Management of the schedule, diary, and calendar of the EVP and other nominated senior leaders
- Global team meeting arrangements including complex travel and diary management
- Monthly leadership team meetings, managing agenda, consolidating pre-read, and coordinating/aligning complex calendars
- Coordinating end to end travel arrangements including visa, passport requirements, travel booking and expense management
- Scheduling meetings and engagements in a variety of styles (f2f, video and audio conferences and web conferences) for attendees working in multiple time zones. This includes booking facilities, arranging invites, preparing content, and coordinating outcomes
- Arranging external social events and meetings. Liaising with third parties to manage all end-to end details as well as being responsible for budget management and payment processing
- Liaise with executive IT support for all hardware and meeting setup requirements to minimise business disruption
- Work closely with, and provide cover for, other PAs across the business
General Office Management
- Assisting in preparation of documents, reports, and presentation material
- Managing distribution lists
- Coordinating building access for external visitors and visiting staff
- Acting as the admin focal point for the onboarding of new staff
Data Management
- Maintaining confidential LT and other business sensitive documents
- Maintaining reference documents in SharePoint and own storage
- Managing permissions of folders where team and business documentation is held
- Monitoring SharePoint design and recommending best practice updates according to changing needs of team storage and methods of collaboration.
Additionally, the incumbent may also perform other related duties not listed here.
Role Requirements
We’re keen to hear from people who are effective communicators and can work under pressure, with proven PA experience supporting senior leaders. The successful candidate must be effective at dealing with multiple issues in a dynamic, multi-cultural environment, with the confidence to interact at all levels within the company and externally. Maintaining the highest degree of confidentiality in all matters attended to is crucial. As is the ability to work under tight timelines with changing priorities, to take personal initiative and to work effectively as part of a team.
Desired Skills
- Strong IT and computer literacy with demonstratable working knowledge of MS Office applications including Outlook, PowerPoint, and Teams
- Sound administrative and secretarial skills
- An ability to work independently, set priorities and manage a varied workload
- Ability to manage conflicting priorities with a positive attitude
- Excellent interpersonal skills both face-to-face and over the phone
- Ability to communicate strongly and establish relationships with individuals at all levels of the organisation, especially at VP level and above
- Ability to handle highly sensitive situations with diplomacy and tack and maintain confidentiality
- Excellent written and spoken English language skills
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