Executive Assistant

Executive Assistant

Job Title: Executive Assistant
Contract Type: Permanent
Location: Los Angeles, USA
Salary: $70,000 - £80,000
Contact Name: Kianna Briggs
Contact Email:
Job Published: November 06, 2018 16:37

Job Description

Are you an intelligent, highly professional Executive Assistant with at least 5 years’ experience in the recruitment sector or large business? Would you like the opportunity to join an award-winning international recruitment business with an excellent reputation?

My client is a global hypergrowth organisation with rapid growth plans for 2019 who are looking for a forward-thinking Executive Assistant. The ideal Executive Assistant will have experience supporting multiple senior stakeholders and have had previous office management duties. As the Executive Assistant, you will ideally have experience in the recruitment sector or a large organisation. This is an excellent opportunity for the successful Executive Assistant to have full autonomy in their role and be the complete support system to 4 senior stakeholders.

Key Responsibilities:

  • Ensure that meetings are scheduled according to exact specification given and cognisant of apparent requirements (location and time zone of attendees, public holidays, etc.)
  • Proactively pre-empting sensitivities, required attendees and suggest or arrange accordingly
  • Optimise meetings per locations when the Directors are off-site and looking ahead in the diary maximise relevant meetings
  • Ensure there is sufficient travel time scheduled between locations
  • Ensure that recurring meetings are in the diary and necessary agreements are made (up-to-date attendee list, dial-in details, meeting room, catering etc.)
  • Ability to independently making decisions on behalf of the Directors and escalate issues when appropriate
  • Proactively looking ahead in the diary (three dedicated timeslots during the week and when necessary), identifying clashes, manage meetings and escalate any changes or concerns at the right time
  • Ability to manage multiple conflicting urgent meetings with the understanding of the Directors’ requirements (as detailed above)
  • Effectively manage incoming meeting requests by gauging the priority and urgency of these and effectively manage the response in a polite and professional way
  • Ability to respond to rapidly changing requirements in a calm and timely manner such as last minute travel, emerging priority task, WFH, annual leave or other personal circumstances and ability to prioritise meetings and respond by canceling, re-scheduling and manage communication to all parties accordingly
  • Pre-empt conflicts and sensitivities and communicate to the Directors when necessary
  • Ensure that the meeting room for external meetings are setup (tidy, catering when needed) in the HQ and greet guests at reception
  • Build excellent rapport with Senior Stakeholder, the wider internal team and external clients and PAs
  • Ensuring that messages are delivered in a polite and professional manner
  • Effectively manage meetings (as per above) in the diary to allow for travel
  • Make travel arrangements (flight, transportation, accommodation) according to the requirements and ED’s preferences

I want to hear from people with:

  • Exceptional communication skills
  • Advanced Excel, and PowerPoint skills
  • Experience of managing diaries for multiple C-Suite Stakeholders (up to 4)
  • First-class presentation and problem-solving skills
  • Ability to adapt to sensitive scenario where clients are concerned
  • Senior stakeholder management and influencing skills – demonstrated both with clients and colleagues, presenting themselves as mature and responsible
  • Focus on team achievement, not just individual goals
  • Superb interpersonal skills, with ability to influence and lead
  • Willingness to work longer hours as and when required
  • Willingness to partake in social activities when required

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