Executive Assistant

Executive Assistant

ROLE PURPOSE: Provide day-to-day support to the Group COO / CCO and wider Executive Office.

Main Responsibilities

ROLE AND RESPONSIBILITIES:

• To assist the COO & CCO with the effective organisation, administration and presentation of the office of the COO & CCO and provide a comprehensive administrative service for the wider team.
• Aide COO & CCO with complex international diary management scheduling
• Making international travel booking and supporting Visa applications
• Maintaining expense reconciliation
• To help manage office systems to ensure that documents, records and information can be quickly, effectively, discreetly and readily produced when required through the maintenance of comprehensive filing systems including spreadsheets and databases.
• To help maintain an up-to-date action tracker, liaising with key staff as required to ensure timely completion of outstanding tasks for COO & CCO, their teams and others.
• To assist with PowerPoint presentations and underlying Excel spreadsheets and ERP data.
• To act as an ambassador for the Executive office, exercising tact and discretion and maintaining a high level of confidentiality at all times.
• To help contribute to the drafting of agendas, papers, reports and presentations as required.
• To help coordinate the arrangements for visits by guests to the Head Office as required, including help in making arrangements in respect of hospitality and travel. Supporting meeting and greeting the guests/visitors.
• To help provide an administrative service for Senior Team members as required, including diary management, scheduling meetings, attending meetings, taking notes and creating actions.
• To maintain full familiarity with the organisation’s administrative and board structures.
• To help organize and facilitate meetings and special events; scheduling and coordinating dates and times, venues, attendance, agendas, and facilities.
• To carry out any other duty commensurate with the role as may reasonably be directed by the COO and senior members of the Executive team.
• Coordinate and project manage small projects to support the COO and the executive as agreed
• To assist the COO & CCO with research and analysis to their respective market conditions and associated projects

Requirements

ESSENTIAL SKILLS AND EXPERIENCE

• Familiarity of all programmes in Microsoft Office 365.
• Attention to detail is a must as well as strong organizational skills
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Due to nature of work discretion is paramount to role
• Ability to work in a team - will be an important team member
• Experience of working as a PA / EA at Senior level

Experience of working in a fast-paced environment with a varied workload

Other Information

OTHER INFORMATION

The Executive Assistant will also be expected to demonstrate their commitment:

• to GBS values and regulations, including equal opportunities policy.
• the GBS’s Social, Economic and Environmental responsibilities and minimise environmental impact in the performance of the role and actively contribute to the delivery of GBS’s Environmental Policy.
• to their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus.