Executive Assistant To Ceo

Contract Detail: Full time, permanent

Line Manager: Reporting into CEO

Location: Mainly in London offices, but may work in other locations including worldwide travel

Role Summary: 

• Providing a professional and highly organised executive assistance service to the CEO of SHM and supporting the senior team

Core Responsibilities:

• Coordinate the schedule of the CEO, ensuring that meetings, deadlines and other duties are carried out seamlessly across the CEO’s roles (corporate, charitable and academic)
• Work closely with the Head of Projects, the Head of Strategy and Client Engagement, the CEO’s Personal Assistant and the CEO’s Research Assistant to ensure effective prioritisation across project portfolios, academic and charitable responsibilities
• Ensure the CEO spends appropriate time on each of his endeavours, whether corporate, charitable or academic, and that strategically important commitments are kept to
• Review or create itineraries and briefings to ensure key people have the required information to execute client and other engagements successfully
• Supervise travel arrangements for SHM’s executive team, ensuring flights, accommodation and other itinerary specifics are booked and managed in a timely manner
• Positioned between clients, staff members and SHM’s CEO. Fielding phone calls and emails, taking requests for meetings and coordinating various aspects of communication as necessary
• Assistance with paperwork, administration and expenses
• Extend the reach of the CEO by researching and planning strategically important engagements and suggesting opportunities to enhance SHM’s profile
• Build strong relationships with different stakeholders both internal and external
• Work closely with operational staff to build and secure support and resources for projects
• Manage budgets and supervise junior-level operational staff in reporting on travel costs across the organisation
• Track and drive completion of key deliverables and follow up on outstanding executive action items

Additional Activities (as needed):

• Oversee the organisation and execution of events, including client training sessions and regular staff meetings
• Ad-hoc duties to allow the CEO to focus on the wide range of responsibilities and interests
• Proactively suggest and take action to resolve issues and conflicts
• Supervise junior staff in creating tracking mechanisms, maintaining databases and writing status reports; liaise with client-facing delivery teams in doing so
• Any other duties that may be required to support the work of the CEO and SHM

Relevant Skills:

The successful candidate will be:

Quality-driven

You will need to:

• Proven ability to manage complex schedules and resolve conflicts or issues effectively
• Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail
• Demonstrated proactive and forward-looking approaches to problem-solving with strong decision-making capability
• A highly resourceful team-player with the ability to also be extremely effective independently
• Be a rigorous thinker with the ability to solve complex problems and juggle multiple priorities while observing strict confidentiality
• Work with diligence, accuracy and precision
• Strive for continuous improvement and be open to constructive criticism
• Apply high levels of rigour and attention to detail to both your own work and others’
• Ensure seamless co-ordination of the CEO’s professional duties

An excellent written and verbal communicator

You will need to:

• Have exceptionally strong inter-personal skills and the ability to communicate with and build positive professional relationships with people from a range of different backgrounds and organisations including colleagues, board members and clients
• Strong written and verbal communication skills to support effective diary management
• Have the ability to be assertive where necessary to protect the CEO’s professional commitments, ensuring close alignment with his Personal Assistant to balance this with his personal commitments

Positive and flexible

You will need to:

• Approach tasks with a highly creative, can-do manner
• Be proactive and flexible, with a problem-solving approach
• Be able to deliver the highest level of customer/client service which balancing conflicting deadlines
• Apply common-sense and positivity to all tasks

A team player

• Have a demonstrated ability to work collaboratively in a team and with people at all levels in an organisation and to be calm under pressure
• Have the ability to be highly professional, yet friendly and approachable

Proficient in basic tools

You will need to:

• Be highly competent in the Microsoft Office suite
• Strong calendar management including budgeting and project management
• Already be competent or be prepared to learn how to use Asana

Qualifications and Experience:

• Required:Bachelor’s degree or relevant professional experience
• Required: Fluency in English
• Required: significant recent experience in a similar role or field
• Preferred: Some recent experience in working directly with clients
• Desirable, but not required: Fluency in French and/or Spanish

Please view the attached job description to help you apply.

Please send a CV and cover letter to:
Emmy Beazley-Williams by an email via the button below.

Closing date: 04 April 2024 at 23.59pm.

If you have any general queries, please call 020 7242 5504.