Role Summary:

We are looking for a highly motivated and dedicated Executive Assistant to provide exceptional support to members of our Executive Committee (EXCO). This critical role will ensure seamless operations and coordination for key executives, allowing them to concentrate on strategic leadership and organisational growth. The ideal candidate will thrive in a dynamic, fast-paced environment requiring adaptability, proactivity, and a commitment to excellence.

Key Responsibilities:

• Diary Management: Proactively manage complex and ever-changing diaries, anticipating needs and resolving scheduling conflicts with efficiency. This includes coordinating across multiple time zones and prioritising appointments strategically.
• Preparation of reports & meeting materials: Proactively prepare PowerPoint presentations and gather all necessary meeting materials, often under tight deadlines, ensuring executives are fully prepared for all engagements.
• Correspondence and Inbox Management: Manage incoming and outgoing correspondence, prioritising and filtering information effectively.
• Project Management: Assist with specific projects as assigned, contributing to planning, execution, and monitoring progress.
• Strategic Planning Involvement: Participate in strategic planning discussions and provide administrative support to the Executive team in the development and implementation of strategic initiatives.
• Travel: Book and manage all aspects of travel, including flights, accommodation, visas, transportation, and itineraries, ensuring seamless and cost-effective travel.
• Relationships: Maintain strong relationships with all stakeholders, ensuring all client interactions reflect the highest standards of professionalism, as well as being a primary point of contact and liaison between executives and their teams, maintaining a professional and approachable demeanour.
• Expense Report Management: Process expenses for executives, ensuring accuracy, compliance with company policy, and timely submission.
• Cover and Teamwork: Provide cover for other administrative staff as required and contribute to a positive and collaborative team environment.

Desired Skills and Experiences:

• Demonstrated experience as an Executive Assistant supporting multiple executives in a demanding environment. CFO/ C-suite experience desirable.
• A strong understanding of VML, its mission, and its future direction, coupled with genuine enthusiasm for its success.
• Proven ability to manage multiple tasks simultaneously, prioritise effectively, adapt to shifting priorities, communicate changes effectively, and maintain a high level of organisation.
• Excellent relationship management and communication skills, both internally and externally, at all levels.
• A confident and professional demeanour, with excellent interpersonal skills and a high level of discretion.
• Strong skills in Microsoft PowerPoint Word, Excel, and Outlook are essential.
• A flexible and adaptable approach to work, as well as commitment to being in the office as required by business needs.
• Must be able to be in the office 4-5 days a week.

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