Executive Assistant

Job Description

We are currently looking to hire an Executive Assistant who will provide high-level administrative support to named members of the Informa Connect Senior Leadership team.

The ideal candidate will be exceedingly well organized, is a self-starter, able to work independently with little or no supervision, is adaptable and enjoys the administrative challenges of supporting a team of diverse people and programmes. The ability to interact with all levels of the organization in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Strong level written and verbal communication skills, decision making ability and attention to detail are equally important.

• Manage multiple executive calendars, coordinating complex executive meetings across multiple time-zones.

• Manage extensive domestic and international travel, accommodation and visa arrangements.

• Manage expenses across two different online systems (UK & US) (Training will be given)

• Manage the processing of invoices via SAP (online system). (Training will be given)

• Take the lead on scheduling and setting agendas for the Executives as and when needed.

• Assist Executives with key projects and their coordination including reporting and preparing management updates.

• Arrange both internal and external meetings and, when required, collate and issue agendas, take notes in the meetings, and present them professionally back to the relevant Executives and colleagues. Collaborate with other EAs to make arrangements for meetings on-site and off-site.

• Book meeting rooms, refreshments, arrange lunches for internal meetings as required.

• Arrange team social activities to build colleague engagement and team rapport both locally and remotely.

• Building strong relationships with all levels across the entire Group and key external stakeholders, both in the US and internationally. Key relationships for this role will be with EA/PA's across the business.

• Prioritize and multi-task to meet deadlines in a fast paced, team environment with a drive toward exceeding expectations on delivery timing.

• Demonstrate initiative, resourcefulness and an ability to manage multiple assignments under various deadlines.

• Use research skills and demonstrate proficiency in Microsoft Office, especially Outlook, Teams, PowerPoint and Excel depending on the needs of the Executive(s).

• Prepare and edit verbal and written communication, proposals and presentations; take complex ideas and create PowerPoint presentations to assist the Executive(s) as needed.

• Undertake administrative and light office management duties as assigned.

• Lead on organizing and executing social engagements across the team which may be local or across time zones.

• Cover other Executive Assistants during their absence as and when required.

• Act as an extension of the Executive by thinking multiple steps ahead in any scenario.

• Assist with key onboarding experience touch points for the teams rolling up to the Executive(s).