Job Description

Description

The Executive Assistant will work closely with the Senior Managing Director for UK Operations, providing experienced administrative and strategic support to strengthen clarity, coordination, and follow-through across the region. This role calls for sound judgment, initiative, and strong organizational awareness -- someone who can anticipate needs, manage priorities, and represent the SMD with professionalism and discretion. The Executive Assistant will help maintain alignment across offices and enable the SMD to focus on the region's most important priorities.


Provide high-level administrative and strategic support to the Senior Managing Director, Manager for the UKO Region supporting smooth operations, effective communication, and alignment with organizational priorities. Demonstrate good judgment and initiative in managing priorities and supporting progress in a fast-paced environment. Responsible for anticipating and gathering, compiling, verifying, and analysing information to prepare documents such as memos, letters, reports, and presentations with accuracy and discretion. Coordinate with Office Administrators across the UKO region to effectively drive MD initiatives. Identify and recommend opportunities to enhance administrative and communication processes for improved efficiency. Assemble and analyse information involving business plans, and financial reports, resulting in accurate and timely submissions. Monitor, review, and approve standard expenditures to verify the activities of the department are conducted within established budgets. Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely and professional manner. Prepare a variety of communications including emails, meeting agendas, and meeting minutes. Manage (and sometimes create) internal communication going out to the UKO region from the Senior Managing Director. Facilitate smooth communication between internal executives and clients. This may include other board members, company executives, client executives, government officials, media, and internal employees. Exercise sound judgment and discretion in handling sensitive and confidential information. Act as Notary Public and notarize various documents. Maintain the security and confidentiality of calendars, files, and records. Facilitate document approvals and processing, which includes but not limited to invoices, contracts and other confidential documents. Proactively manage and prioritize schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events. Coordinate and anticipate travel arrangements and prepare detailed itineraries. Coordinate catering, conference rooms and other logistics necessary for effective meetings Arrange conference calls and related conference room set-up. Coordinate with IT / Office Administrators to ensure A/V equipment is in working order. Assist MD / GM with calendar management, expense reports, travel, meeting coordination, and signature routing as requested. Provide cross training and performance feedback on entry level administrative staff. Coordinate related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained. All other duties as assigned.

Qualifications

High School Diploma (GCSE's) Required Applicable office/clerical experience Preferred Advance knowledge in Microsoft Word, Excel, Access and PowerPoint required Ability to work independently; demonstrating accuracy, reliability, and problem solving skills. Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks. Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.

Job

Administrative/Office Support

Primary Location

GB-Glasgow, UK-Glasgow

Schedule:

Full-time

Travel:

Yes, 10 % of the Time

Req ID:

254430

Job Hire Type

Experienced #LI-JA #UKO N/A