We are looking for a experienced, proactive and reliable Executive Secretary to join a fast paced and busy team to provide business support to the EMA COO and the team.
You will have experience interacting and managing relationships with the colleagues across all levels but your main focus will be the EMA Senior Partners.
You will have strong diary management and events management skills as these are essential for this position.
Diary, Meeting & Travel Management
Provide comprehensive diary management, having full autonomy to make decisions using initiative to anticipate and resolve conflicts
Proactive itinerary planning, researching and considering reasonable alternative cost and time effective travel
Travel to meetings where required, noting actions and minutes
Review and ensure the completion of action points, following internal and external meetings
Facilitate logistical arrangements and ensure all documents are prepared in advance of meetings
Communication and Relationships
Manage Partner/Director e-mail accounts and action as appropriate, with full correspondence management
Build and maintain collaborative and effective working relationships with all colleagues, clients and their secretaries
Adapt approach to complement varying working styles, personalities and business requirements
Utilise internal and external networks, to problem solve and devise effective solutions
Build trust, negotiate, persuade and influence, where appropriate and necessary
Coach and mentor a team of members to develop and enhance their skills further
Support and assist others, when business needs dictate
Review and improve processes to ensure delivery of an optimal service for Partners/Directors, advocating best practice in all areas
Understand the mind-set of the Partners/Directors, making decisions on their behalf, where appropriate and necessary
Meet and greet clients to the firm's offices
Event & Project Management
Arrange and project manage internal and external events, activities and projects
Facilitate logistical arrangements and attend events, as required
Manage budget and effectively negotiate costs
Time & Expenses
Accurate and timely submission of Partner/Director time sheets
Collate and process expenses and invoices, ensuring compliance with policy
Extensive experience working at Senior or Board Level, in a fast paced corporate environment
Excellent interpersonal and writing skills
Exceptional organisation skills, with a very high degree of accuracy and the ability to prioritise an often conflicting
Exercise confidentiality, discretion and personal sensitivity, in all aspects of the role
Confident in client and public situations
Demonstrates flexibility and resilience
Seeks to continuously develop, in order to enhance knowledge, skills and expertise
Proactive self-starter, who is able to work with minimal supervision
Intermediate to advanced skills in Microsoft Word, PowerPoint, Excel and Outlook
Minute taking/shorthand advantageous
Good working knowledge of internal databases and systems
If you are interested in the position available then submit your CV today.
It is Wells Tobias Recruitment Solutions' policy, as a matter of courtesy, to respond to all applications within three working days. However because of the volume of applications, we are sometimes unable to respond to individual applicants. If we have not contacted you within three working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future. Thank you.