Executive Assistant

Robert Walters is the world’s most trusted talent solutions business. Across the globe, we deliver recruitment, recruitment process outsourcing and advisory services for businesses of all shapes and sizes, opening doors for people with diverse skills, ambitions, and backgrounds

Responsibilities

Assisting 2 Executive Vice President and 1 Managing Director (Americas) with:

• Email management – screening/prioritizing emails, sending emails on behalf of the Managing Director, mailbox organization
• Calendar management using MS Outlook. Coordinating internal and external meetings and appointments within the diary; appraisal coordination
• Assisting the CEO with requests
• Sharing communication with internal stakeholders and teams
• Producing agendas and minutes/actions from meetings/follow up
• Chasing on actions and updates from Senior Leadership Team as per meeting minutes.
• Collecting and collating slides prepared by Senior Leadership Team presentations
• Booking rooms/venues, catering and equipment for meetings and conferences as required
• Travel booking including flights, hotel reservation, cars and visas where required and produce itinerary
• Assist in raising purchase orders, monitoring approvals
• Assist in ensuring items requiring approval are completed in a timely manner, including hiring requests, direct reports holidays requests and expense claims etc.
• Coordinating internal Quarterly Regional Awards
• Coordinating regional monthly Wrap Up PowerPoint
• Preparing inductions for senior management new joiners
• Preparing expense claims
• Screening phone calls
• Filing / general administration

Local requirements

• Experience as a Personal or Executive Assistant
• The candidate will be able to demonstrate an ability to work in a fast-paced environment
• Excellent oral and written communications
• Confidence and poise to liaise with employees on all levels
• Ability to work autonomously, someone that is proactive / intuitive that thinks ahead
• Strong attention to detail, professional and articulate and organisational skills
• Ability to deal with multiple tasks and work under tight deadlines
• Flexibility to deal with changing priorities and tasks
• Discretion due to exposure to confidential information
• Strong MS Office (Outlook, Excel, Word and PowerPoint) skills, particularly Excel (minimum intermediate level)

As a Disability Confident Employer, Robert Walters is committed to offering a fully inclusive and accessible recruitment process to all candidates. If you require any accommodations or adjustments as a result of a disability, impairment or health condition, please do not hesitate to let me know.