Executive Assistant R0268009

Job Title: Executive Assistant (EA) R0268009

• Duration: 10 months
• Hours: 37 hours per week
• Work Location: Green Park, Reading
• Pay Rate: £20.00 per hour
• IR35 Status: Inside IR35
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Role Overview:
The Executive Assistant (EA) will provide high-level support to multiple executives within the Business Growth Function, primarily supporting the:
• VP Sales and Account Management
• Director – Business Growth Operations & Capture
Additionally, the EA may assist other executives part-time and contribute to the administrative needs of the wider Business Growth Function, which includes Sales, Account Management, Capture, Strategy & Marketing, and Communications.
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Key Responsibilities:
Executive Support
• Diary Management & Coordination: Organise and manage complex calendars, ensuring smooth scheduling and prioritisation of activities.
• Meeting Preparation: Organise meetings, prepare agendas, gather documents, and handle logistical arrangements.
• Email Management: Prioritise and respond to emails on behalf of executives, ensuring time-sensitive matters are addressed promptly.
• Travel Coordination: Arrange domestic and international travel, including booking flights, hotels, and transport, while coordinating with other travellers when necessary.
• Expense Management: Prepare, reconcile, and submit expense reports, ensuring timely processing and payment.
• IT & Administrative Support: Provide support with IT tools and systems, including troubleshooting and coordination.
Administrative Duties
• Internal Communication Administration: Manage communications to the wider organisation.
• File and Data Management: Maintain spreadsheets, files, and registers, including the Business Growth Function’s contact directory.
• Meeting Coordination: Collaborate with the Director of BG Operations & Capture to organise and maintain a 12-month internal meeting schedule.
• Event and Seminar Support: Assist in planning and execution.
• Collaboration with Group EAs: Work closely with other EAs to ensure seamless coordination of schedules and activities, offering cover and support when needed.

Skills and Experience Required:

• Strong organisational and planning capabilities, with a proactive approach.
• Excellent administrative and secretarial support skills.
• Discretion in handling confidential information.
• Ability to perform under pressure and manage competing priorities effectively.
• Proficient in Microsoft Excel, Word, and PowerPoint.
• Exceptional collaboration and communication skills (verbal and written).
• Fluent in English; proficiency in French is desirable.

• Significant experience in providing executive-level administration and personal assistance.
• Proven ability to manage complex travel arrangements and schedules efficiently.
• Background in supporting multiple senior stakeholders in a fast-paced environment.