Executive Assistant

The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes is essential to this position. The ideal candidate will be dynamic, high-energy, organized, with creative writing skills convening the required communication and image as set by the International Managing Director and UK Managing Director to a high level addresses, able to support cross-functional coordination in a fast-pace environment and possess excellent judgment. S/he will be required to be available during regular business hours weekends, on occasion as needed to provide support and assistance to the leaders. This role will also help with consistency of standards across the other Executive Assistants in the business to enable a world-class experience for our Rackers and Clients.

Key Responsibilities

• Conduct research, assemble and analyze data to prepare reports and documents as required.
• File and retrieve documents and reference materials.
• To prepare and submit the leaders' expenses.
• Manage and maintain Executive schedules, appointments, and travel arrangements using company systems.
• Arrange and coordinate internal and external meetings, events, and off-sites.
• Record, transcribe, and distribute minutes of meetings and monitor actions on a weekly basis.
• Monitor, respond to, and distribute incoming communications.
• Answer and manage incoming calls and emails.
• Receive and interact with incoming visitors and clients.
• Coordinate project-based work with teams across the business in UK and US.
• Own and coordinate agendas for Senior Execs travelling from the US to the UK.
• Review operating practices and implement improvements where necessary.
• Responsible for adhering to company security policies and procedures as directed.
• Handle confidential information in a professional and discreet manner.
• Ability to anticipate the leaders' needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
• When the Leader chairs meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings.
• Highlight and own opportunities to improve employee engagement and customer experience.
• All enquiries are responded to in a timely and efficient manner.
• Managers’ diaries and appointments are kept up to date and organized with supporting paperwork (hard and soft copies) at all times.
• All project work is coordinated and delivered to the deadlines agreed.
• Manager’s expenses are prepared and submitted on time.
• All meeting rooms and resources are booked as required.
• You have a positive brand within the business.