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The Role Work with other EAs in a team environment to provide the best comprehensive support/coverage possible for 2 Partners and/or 3 Managers within Company. The Partner/Manager group is responsible for bringing in new clients and managing the work of Company consulting project teams.
Key Tasks and Responsibilities when working for a Partner
Successfully managing an extremely busy and ever changing diary. Proactively predicting when schedules are likely to change and making adjustments where necessary, ensuring all participants are fully informed of all changes. Re-scheduling complex meeting- and travel itineraries at short notice.
Coordinate sophisticated travel itineraries and administer the timely procurement of visas and other travel documentation. Provide detailed travel itineraries and ensure that relevant business material pertaining to each trip is collated and presented well ahead of time.
Prioritise and edit all incoming communication, composing responses or redirecting as appropriate, alerting where further action is required and prompting when due. E-mail, voicemail and telephone calls are used extensively to plan and manage the workload, and it may be necessary to screen all incoming communications, and proactively deal with questions and information requests. (NOTE: SA EAs currently do not have access to their Partners’ email inbox)
Build and maintain co-operative relationships with clients and colleagues at all levels both internally and externally. Prudent handling of confidential and highly sensitive information on a regular basis and act as a discreet sound board for the Partner and other colleagues.
Client development - proactively manage the partner’s client development efforts, including building relationships to get to that important first meeting and beyond. Coordinating preparatory meetings and lunches, dinners and events. Mapping and researching contacts/organisations. Close collaboration with the Partners to discuss which contacts they would like to meet and which topic of discussion is appropriate.
Update the Company client database (CRM/Outlook) fully with all contact data and actions. Maintain Partner’s contact database in Outlook.
During regular communication meetings provide updates for projects, diary appointments, etc.; the managing of their “to do” lists and generally being proactive in thinking about what you can take on in order to leverage their time.
Organise conferences and events, as required
Manage expenses and timesheets
Job specification – Company
Executive Assistant
Key Tasks and Responsibilities when working for a Manager
Successfully manage the Manager’s calendar and support in booking meetings, proactively predicting when schedules are likely to change and making adjustments where necessary
Support the Manager with travel booking, be mindful and proactive in travel planning and always seek the most economical and time saving choice.
Prepare time & expense every month
Case team process support: set up and prepare internal and external meetings. In start-up and closure of a case, set up all team logistics. Be proactive in getting regular updates on the team’s meeting dates, support requirements, travel plans, etc. and check for any changes in plans. Take own initiative when something should need to be changed. Participate in team meetings and maintain and update standard meeting materials. Ensure development discussions with all team members are set up
Other case team support as required (10%) Support the case team and manager with data gathering, lit searches, telephone interviewing etc. with guidance from Information Centre, the Manager or the team
Summarise simple analysis and data gathering
Organising lunches and case team events, as required
Manage expenses and timesheets on a monthly basis
Additional activities
Provide support and cover for other EAs/MAs
Involvement in internal office-wide projects
Any other duties which are compatible with the main role objective
This role description may be subject to change, depending on current requirements within the business.
Personal Attributes and Qualifications
Flexible attitude and team approach
Proficient communication and strong organisation and time management skills
“Can Do!” mentality & positive attitude
Meticulous attention to detail necessary
Enthusiastic, dedicated, hard working
Pleasant and calm to work with even when under pressure
An interest in the substance and commercial impact of Company’s work
Discreet and loyal
Professional approach at all times
Confident and friendly when communicating with people of all levels
Experience in working for a CEO/Partner in a demanding environment, preferably professional services
High level of written and spoken English
Ability to work independently and as an integral member of various teams. Highly motivated; self starter and proactive
Ability to meet deadlines, prioritise assignments, manage multiple tasks simultaneously and deal with highly confidential information
Strong customer service focus
Essential
Computer literate – fully competent in Word, PowerPoint and Excel
Strong organisational skills
Highly professional communication skills
Previous experience of a corporate or professional environment
Desired
Degree / Diploma level qualification
Flexibility regarding working hours
Other interests which would benefit the company as a whole
To apply immediately for this position click here: www.totalrecruitment.solutions/candidate_registration_1.aspx?JobID=55501&referrer=Unique
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