Duration - 3 months
Salary - £65K per annum
The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.
Calendar Management
Schedule, maintain, and update calendar events with minimal guidance. This includes: proactively scheduling, maintaining, and updating calendar events for the supported executive or team with consideration for time zone differences; building in adequate preparation time for events; resolving scheduling conflicts; responding to requests for scheduling and meetings; optimizing calendaring for short- and long-term planning of the supported executive and team; making recommendations to support leadership time allocation with respect to calendar and travel.
Expense Reports
Execute expense management activities with minimal guidance. This includes: completing expense reports on behalf of executives, reviewing and processing invoices, expense reports, and purchase orders.
Facilities Coordination
Assess and advocate for office space needs with minimal guidance; manage requests for space accommodations; liaise with internal partners to construct and plan space allocation; may facilitate office moves.
Meeting Coordination
Prepare meetings for the executive or team with minimal guidance. Ensure meeting room, equipment, and attendee list are correct and confirmed; gather, compile, and create meeting materials (e.g., decks and meeting agendas); ensure meeting materials are aligned with the specific meeting agenda; assist with note-taking.
Program Management
Plan and organize internal and external programs and events (e.g., team off-sites, business events, tech talks, summits) and manage event logistics (e.g., venues, equipment, swag, entertainment, travel) in collaboration with internal partners and external vendors; ensure compliance with internal and external policies/procedures; may act as the main point of contact during the event. Contribute to projects or programs (e.g., Culture Club, global community projects, function-specific process improvement or other projects, executive-driven projects or programs not related to the role). Execute events, projects, or programs with minimal guidance. Deliver MEDIUM- to LARGE-scale projects/events from initiation through delivery, determine corrective action for risks and obstacles with occasional assistance from the executive, and may serve as an escalation point. Proactively identify approaches to solve problems. Exhibit excellent judgment and discretion.
Travel Management
Complete travel coordination tasks with minimal guidance. This includes: scheduling and coordinating travel for executive(s) and team(s) in line with preferences, organizing business-related, pre-travel preparation (e.g., visa and passport support, tech support, cultural considerations); may travel with executives and teams and remain on-call to respond to executives’ urgent requests during travel; may develop travel agendas and complete post-travel documentation as needed.
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