Reference: VB16743
Salary: £70,000 - £90,000
Location: London, Central
Looking for a highly adaptable, loyal, and patient Business Manager to provide comprehensive support to the Group CEO of a dynamic energy company. This trusted partner will ensure that both professional and personal operations run seamlessly across global locations. Thriving in a fast-paced environment, the ideal candidate will possess exceptional organizational and leadership skills, clear and concise communication abilities, and the flexibility to handle rapidly changing plans. In addition to managing business-related responsibilities, the EA/PA will also provide support to the CEO’s family, demonstrating discretion and reliability.
Key Responsibilities:
Personal Assistant (PA) Duties:
1. Travel & Diary Management:
o Plan and manage the CEO’s complex travel schedule, including flights, accommodations, and itineraries across international time zones.
o Maintain an up-to-date and conflict-free calendar, handling last-minute changes efficiently.
o Organize local transportation and monitor travel days and stays per country.
2. Property Management:
o Oversee the management of properties in London, Vallauris, and Mykonos, coordinating with house managers, a driver, and a housekeeper.
o Monitor task lists, progress, and expenses for household staff, ensuring accurate and timely payroll.
o Handle property-related tasks, including vendor coordination, maintenance, and renovations.
3. Family and Household Support:
o Manage private household maintenance contracts, payments (bills, etc.), and associated accounts.
o Act as the central liaison for household staff, ensuring effective communication and task allocation.
Executive Assistant (EA) Duties:
1. Administrative Support:
o Track and manage important documents, including mortgages, KYC requirements, and car service schedules.
o Maintain accurate and confidential records, correspondence, and sensitive information.
2. Meeting Coordination & Follow-Up:
o Prepare agendas, research, and materials for CEO meetings, ensuring thorough documentation and action-point follow-up.
o Schedule regular check-ins between the CEO and team members to foster collaboration and accountability.
3. Business Support:
o Act as a gatekeeper, prioritizing requests to align with strategic objectives.
o Develop Board materials and presentations for business needs.
o Conduct research and manage media relations or promotional tasks as required.
o Proactively address operational bottlenecks, enabling the CEO to focus on high-value tasks.
General Duties:
* Maintain a comprehensive filing system for both business and personal records.
* Manage the CEO’s official expenditures and claims.
* Draft, type, and dispatch correspondence on behalf of the CEO.
* Liaise with internal and external stakeholders to arrange meetings and prepare agendas.
* Undertake any other tasks as requested by the CEO.
Leadership:
* Oversee and coordinate a global support team, ensuring balanced task distribution and effective communication.
* Provide clear direction and oversight to both the household and professional support teams, promoting smooth operations and accountability.
Qualifications & Skills Required:
1. Experience:
o A minimum of 5+ years of proven experience as an EA/PA supporting senior-level or C-suite executives, preferably in a fast-paced, global environment.
o Experience working within international or multinational private sector organizations, handling tasks across different time zones.
o Strong background in managing properties or coordinating household staff is highly desirable.
o Familiarity with travel programs like One World Alliance and Amex Reward Program is an advantage.
2. Education & Technical Skills:
o Degree-level education, preferably in Business Studies or a related field.
o Excellent computer literacy with high proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and financial tools like Quicken.
o Shorthand and excellent typing skills with speed and accuracy.
3. Skills & Attributes:
o Organizational & Time Management:
+ Exceptional organizational abilities with a strong attention to detail.
+ Proven capability to manage multiple priorities and tight deadlines efficiently.
o Communication:
+ Outstanding verbal and written communication skills.
+ Professional telephone manner with the ability to engage effectively with diverse audiences.
o Leadership & Problem Solving:
+ Strong interpersonal and leadership skills to manage and coordinate a geographically dispersed team.
+ Proactive mindset with excellent problem-solving abilities and resourcefulness.
o Cultural & Emotional Intelligence:
+ High emotional intelligence with cultural sensitivity, especially in multicultural environments.
+ Discretion and professionalism when handling confidential matters.
o Languages:
+ Fluency in English is required. A second language, such as Arabic or French, is advantageous.
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