Job Description

Job Title: Executive Assistant (EA) R(phone number removed)

• 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