Executive Assistant

Company:  RED Engineering Design
Location: Newcastle Upon Tyne
Closing Date: 20/10/2024
Hours: Full Time
Type: Permanent
Job Requirements / Description
Executive Assistant - Operations - NewcastleRED is a market-leading engineering design consultancy specialising in the Built Environment, Data Centres, ICT and Sustainability. Our innovative solutions and unparalleled expertise push the boundaries of complexity and sustainabilityPart of the ENGIE Group, a global leader in low-carbon energy and services, our parent company, Tractebel, is a global engineering and consulting company delivering integrated solutions for sustainable energy and built environment projects.At RED Engineering Design, we are architects of transformation, partnering with the world's leading organisations to forge next-generation built environments. Our purpose is to drive progress, creating sustainable spaces that harmonise with our planet, while seamlessly integrating ICT innovations that connect humanity. We are dedicated to attracting and nurturing the brightest professionals and graduates, empowering them to collaboratively shape the future. By elevating engineering design innovation, we build legacies that inspire generations to come.We are now seeking an Executive Assistant to provide professional, efficient and timely executive assistant support to the COO and Operations Management Team. ROLE RESPONSIBILITIESProvide Executive Assistant support to the COO and Operations Management Team, assisting with the smoothrunning of projects and general business activities, including work of a highly confidential natureOffer full EA support to the COO, including review all incoming correspondence (mainly emails) and action as appropriate. Follow up on required business items to progress actions and ensure outcomes are achievedExtensive diary management for the COO, resolving any scheduling issues, including ensuring sufficient time to complete their priorities. Quickly adapt the calendar according to priorities and business needsTo provide quality and timely EA support including co-ordinating and preparation of agendas, reports, presentations and minutes etc as requiredWork closely with the team to develop strategic businessplans and successfully execute objectivesTo act as the conduit for communication between the Operations Management Team and the wider internal teams and external client base (as required), demonstrating leadership to maintain credibility, trust and support with senior managementPreparation of communications / presentation material on their behalf and take a lead role in supporting effective implementation of processes amongst the teamPreparation of any RED/wider Group Reporting on the team’s behalfAttend key meetings with the team as requested . Take notes of actions and follow up/progress thereafterManagement, support, and coordination of business projects being led by the teamEnsure all business processes are being adhered to for the COO and Operations Management Team Support the Operations Management team in their quest to improve effective implementation of processes across the business Arranging domestic and international travelarrangements, preparation of itineraries and insurance documentation in line with company travel policyCompleting expenses, timesheets and work schedules on behalf of the teamAdministration of holiday entitlement for the teamSupporting conference and event management activitiesOrganise off-site company meetings where required - sourcing venues, controlling and monitoring the contracts and budgetsOrganising documents ensuring effective data management in line with company policyPreparation of Group and local Board Reports and ensuring the COO and Operations Management Team are well-prepared for meetings and have necessary documentation and briefing papersLiaising with external parties including arranging ‘business to business’ meetings and events, welcoming and looking after visitors as required Flexibility to assist Operations Management Team in meeting business/project deadlinesReconcile monthly corporatecredit card activityon a monthly basisTo provide adhoc project management support together with researching and compiling extensive documentation with an exceptionally high attention to detailROLE REQUIREMENTSMinimum 6 years’ experience supporting Board Director(s)Previous experience working within an international organisation, desirably within a consultancy environmentPrevious experience in supporting the compilation of aesthetic, engaging and complex presentationsProven experience of fostering a good office environment and corporate culture whilst closely working with counterparts in other office locationsAble to provide excellent administrative and organisational support with the ability to plan and prioritiseAbility to work productively under pressure, whilst maintaining a calm and professional approachStrong accuracy / attention to detailTrustworthy, with a mature approach to tasks and the ability to maintain confidential informationPossess exemplary time management, multi-tasking, detail-oriented and organisational skills,whilst able to work independentlyAbility to prioritise own workloadHour’s flexibility (able to carry out overtime at short notice)Excellent interpersonal and communication skills both written and oralProven experience of operating in a structured and process orientated environmentAbility to work to tight deadlinesHigh level of initiative and self-motivationAdopt a confident, flexible attitude to managing competing demandsExcellent IT skills including Outlook, Word, Excel, and PowerPoint Ability to liaise at all levels with excellent communication skills, in dealing with the most senior of internal and external contacts and exercising diplomacy and discretion at all timesTeam player with a strong work ethic and ability to build relationships with a range of individualsBackground in consulting or construction preferredGood understanding of international working and business operations of a global consultancyBENEFITSRED offers a variety of benefits, including but not limited to:23 days annual leave rising to 28 days annual leave over 5 years’ serviceHoliday purchase and buy back schemeHybrid Working - minimum of 2 days a week in the officeContributory company pension schemeHealthcare Scheme via salary sacrifice (Company funded cover is dependant on level)Non-contractual bonus awardsTraining sponsorshipCharity volunteering leaveWellness days/ initiatives.Salary commensurate with experience.Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.We offer a comprehensive benefits package and are an equal opportunities employer.*This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.
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RED Engineering Design
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