Executive Assistant

Executive Assistant

Hybrid: Tuesday, Wednesday, Thursday in the St Albans head office

Our client:

Two iconic UK brands with a strong history and heritage who have now merged to create one unique, integrated company. Owned by an FMCG giant who operates in more than 50 countries, with products sold in over 170 countries, represented by almost 38.000 employees worldwide, and a consolidated turnover of €12.7 billion (2020-21).

Role:

The highly experienced Executive Assistant will manage the busy schedules of an Executive Team to organise and enable the effective and smooth running of meetings and events.

Duties:

Meeting and event management

• Organise Exec Team meetings in cooperation with Chief Transformation Office and the Chief Finance Officer and Chief People and Organisation Officer
• Support the HR team to organise meetings for the extended Leadership Team or circa 70 people
• Plan stakeholders’ and guests’ visits
• Manage and coordinate suppliers (travel and accommodation)
• Organise travel, hotel stays and meals
• Support organising company conference
• Manage all communication and logistics for smooth running of all meetings and events
• Structure and organise other ad-hoc meetings as necessary
• Organise catering
• Manage budget
• Capture meeting minutes, key messages, actions, decisions and communicate these back to the Exec Team.

Administrative duties

• Manage and prioritise incoming emails, requests and inquiries
• Drafting correspondence and communications for, or on behalf of, the Executive Team
• Arrange travel itineraries and accommodation for the Exec Team
• Facilitate the daily activities of the Executive Team
• Serve as the main point of contact between the Executive Team and internal/external stakeholders, suppliers as well as visitors
• Interact with the HR Leadership Team, Chief Transformation Officer and the Chief Finance Officer to understand the purpose behind certain activities to position each activity well and communicate the activity successfully to the wider organisation
• Interact with the Leadership Team as necessary to understand and facilitate the priorities for the Executive Team
• Work in collaboration with the Office Manager and the Receptionist to allow all activities to run seamlessly. Also act as a back up team member in potential emergency situations
• Manage suppliers and oversee budget and payments for travel and events where necessary
• Maintain confidentiality and discretion in handling sensitive information

Experience needed:

- Experience in managing Executive / Board level in a multisite environment

- Appreciation for being part of a key leadership team and manage and support the dynamics

- Excellent planning, coordination, and organisation capabilities

- Experience managing complex travel itineraries and bookings

- Exceptional attention to detail and problem-solving skills

- Excellent prioritisation and ability to manage complexity

- Strong communication skills

- Proficiency in MS Office suite

- Ability to prioritise and manage multiple tasks, and adapt to changing priorities

*Please note that this role will include travel 12 times per year with one overnight stay and 2 working days