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The Instant Group are hiring!
We are The Instant Group, where work gets smarter for all: employees, businesses, and the planet.
As the world’s largest flexible workspace market, we take pride in...
* Providing over 250,000 organisations around the world with office space, coworking memberships, virtual offices, or meeting rooms
* Delivering the latest flex market data and insights
* Offering expert consulting services on portfolio strategy, procurement and sustainability
* Empowering 20,000+ landlord, operator and investor partners to capture flex workspace demand, boosting revenue (up to 30%) and asset efficiency
By seamlessly connecting supply and demand with data-driven solutions, we redefine work, helping businesses thrive worldwide. We shape the next generation of work so that you can achieve your best work life, every day.
Our clients (Prudential, Booking.com, Shell, Jaguar Land Rover, GSK, Hines...) trust our team across virtual and real-life offices globally, from London, Paris and New York, to Hong Kong, Singapore and Sydney.
Join our dynamic organisation, awarded one of the ‘Best Places to Work in Property’ and continuously featured in the ‘Sunday Times HSBC International Track 200’. Build your career where innovation and connectivity meet, where we solve challenges and grasp opportunities together.
The Role
Our purpose at Instant is to help our clients to move their business forward faster. We do this by partnering with businesses of all sizes and providing consulting services, bespoke solutioning and subsequent delivery of workspace solutions that support a business’s current need and longer-term strategy.
This role will require a strong candidate who can apply efficient time-management to support busy business leaders who have a variety of commitments and high standards.
The role is to oversee the day to day running of a small group of Exco members, based in the UK, schedule’s and supporting them to achieve their business objectives.
What will you be doing?
* Manage the calendar and schedule of a group of Exco members
* Prepare meeting agendas and take minutes during meetings, ensure all follow-up and actions are completed.
* Ensure all calendar items have accurate and appropriate details, accommodating movement where necessary and providing the best time efficient solutions for each day
* Qualify meetings and researching backgrounds and previous interactions for any upcoming meetings
* Be proactive in planning ahead and raising any concerns in advance to ensure smooth operating of schedules
* Present travel itineraries to include all key information such as dates, times, booking references, addresses, contact numbers, parking options, internet connections, expected weather etc.
* Ensure that all relevant meeting materials such as background notes and/or presentations and minutes from previous meetings are presented to stakeholders prior to meetings
* Liaise with clients and business guests and assist in the organisation of client entertainment and events
* Assisting with ad hoc requirements.
Who are we looking for?
* The right candidate will have strong experience in support roles, having built a verifiable track record in providing exceptional EA support to C-suite executives. They must possess a sufficient level of demanding EA experience to include dealing with complex diary organisation and providing a full range of support.
* Open and transparent verbal and written communication and ability to represent the business with external clients in an exemplary manner.
* Flexibility and adaptability – able to cope with and thrive off a varied and fluctuating workload. They should have experience of taking responsibility of projects that would not naturally fall to an EA.
* We expect the Executive Assistant to apply a robust process when comparing options and looking for solutions as well as not being shy in terms of providing recommendations and opinions or propose improvements to internal systems and processes as appropriate.
* We are looking for someone who is self-motivated, resilient, able to work independently, is resourceful, practical, proactive, calm under pressure, who can take the initiative to improve the status quo and thinks “outside of the box.”
* To possess a self-sufficient work ethic with a proactive outlook. They must have the ability to see longer term issues and run with projects from inception to completion.
* Ability to work collaboratively as part of a team and build numerous cross functional working relationships / project/ programme teams across the business.
* As part of a company wide network of EAs ensure support and knowledge sharing across the team.
* The ideal person will, in everything they do, work towards the success of the company and feel inspired by a formidable team spirit in realising the Company’s ambitions. This implies a collegial approach to work and a client-oriented mindset, placing a lot of attention and care to the clients of the company.
What’s in it for you?
* Competitive pay scales reviewed annually
* Discretionary annual company bonus
* Private healthcare and life cover
* Hybrid working with a focus on connectivity, flexibility and bigger relationships as part of our workplace experience strategy
* Bespoke training programmes and our bespoke ‘Instant Learning’ portal
* Reward Gateway (discounts!)
* Global Employee Assistance Programme
* Brilliant colleague recognition scheme, with quarterly and annual ‘Let’s Celebrate’ awards (with great prizes!)
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