Executive Assistant

EQUANS is committed to leading our market in sustainability and is working towards achieving a zero-carbon service. Our employees have a collective responsibility to work in a sustainable and efficient manner helping to minimise our impact on the environment whilst contributing benefits for our clients, colleagues and the community. Employees have a responsibility not to cause harm to themselves or others in our efforts to make safety personal. All employees are expected to work within our Sustainability and Health and Safety policies and procedures.

Role summary

Reporting to the Divisional CEO, the post holder will be responsible for two primary areas, firstly maintaining efficient administration processes to ensure a smooth and efficient service is delivered to the Divisional CEO and team members.

Secondly, the post holder will fulfil the role of data protection correspondent for the division. This includes championing data protection and working closely with Equans Head of Data Protection and Ethics to fulfil Subject Access Requests and undertake appropriate training.  Full training will be provided for this element of the role.

The post holder will work closely with colleagues directors across the organisation and will be part of a innovative and growing division within the UK Business.

Key activities 

• Organise and produce (confidential) papers and reports for the Director(s) and team
• Undertake multi diary management and plan schedules in diaries to optimise the working day of allocated team members
• Screen incoming mail, telephone calls, emails and messages and manage responses directly on behalf of the executive team, as necessary
• Prepare briefing papers and presentations as required
• Arrange and attend executive meetings/conferences as required, to take minutes, and ensure appropriate facilities are organised
• Support the Director by chasing activity, reports and outcomes from meetings
• Book UK and overseas travel and accommodation
• Prepare and track personal expenses and other ancillary expenditure for the Director and Team
• Maintain accurate and secure paper based/electronic filing systems, including archiving
• Maintain full confidentiality of sensitive and confidential business issues and documents
• Support the work of other Executive Assistants during periods of absence or unexpected high volumes of work activity
• Raise Purchase Requisitions and Orders where required by the Divisional CEO.
• Support the local office Administration team as required during quieter EA work periods
• Undertake regular Data Protection Training
• Support divisional compliance with Equans policies and procedures, acting as a champion of data protection
• Undertake Subject Access Requests that apply for the relevant division
• Attend regular 1-2-1s with the Head of Data protection 

Skills, qualifications & experience 

• Excellent verbal and written communications skills
• Baseline experience with document control or similar experience handling technical documentation
• Knowledge of office management systems and procedures
• Excellent verbal and written communication skills
• Experience working alongside others and offering support to achieve shared goals
• Ability to handle multiple tasks while properly prioritising urgent and high-impact work

What can we offer you? 

• Pension Scheme
• 24 days annual leave (+ public holidays)
• Life Cover equivalent to 1.5 times annual salary
• 24/7 Employee Assistance Program and access to mental wellbeing app
• Employee discount shopping schemes on major brands and retailers
• Gym membership discounts 
• Cycle to work scheme