Executive Assistant managing calendars and communications for COO and CIO at tonies. Coordinating meetings, travel, and strategic initiatives within a dynamic international environment.
About the role
- Executive Assistant supporting COO and ED Finance at BAM, providing strategic administrative support and managing complex communications and operations.
Responsibilities
- Serve as the primary point of contact for the COO & ED Finance, filtering, challenging and prioritising information, emails, requests and issues
- Protect time by ensuring the right matters reach leaders at the right moment
- Manage communication with diplomacy, professionalism and contextual business understanding
- Build trusted relationships with senior leaders, internal teams, advisors, auditors, consultants and other partners
- Represent the COO & ED Finance with professionalism and credibility
- Anticipate needs, issues and risks before they arise
- Make independent administrative decisions to keep operations running smoothly
- Support team events, engagement activities and training sessions
- Plan and manage complex itineraries and logistics which can include short notice changes
- Ensure streamlined, friction free experiences for the leadership team members supported
- Manage expense reporting, invoice processing and purchase orders in line with policy
- Maintain admin and budget related tracking relevant to financial cycles
- Orchestrate complex calendars, anticipating priorities and preparation time
- Coordinate and prepare for internal and external meetings — agendas, briefing packs, reporting materials and presentations.
- Support planning cycles, group calendars, and tracking of actions, deadlines and deliverables
- Gather, synthesise and prepare high quality reports, data summaries and presentations for ExCo, board committees and leadership forums
- Provide structure, track milestones and ensure clear communication across contributors
- Prepare, quality check and organise highly confidential documents, reports and digital files
- Ensure secure handling of sensitive governance, operational and financial information
- Oversee smooth day to day functioning of the COO/ED Finance office and support wider finance operations
- Take accountability for governance deliverables including board pack submissions, ensuring deadlines and quality thresholds are met
- Understand and track KPIs, financial drivers, reporting cycles, budgets and forecasts
- Identify risks, issues or inconsistencies before they reach the COO and/or ED Finance
Requirements
- Proven success as an EA in a large, complex organisation.
- Exceptional organisational skills; calm under pressure with meticulous attention to detail
- Business fluent English, with excellent drafting, editing and communication skills
- Advanced proficiency with Microsoft 365 (Outlook, Teams, PowerPoint, Word, Excel)
- Experience managing complex diaries, expenses, travel and board/leadership materials
- High integrity, discretion and sound judgement handling confidential information
- Strong stakeholder management capability at all levels
- Demonstrated financial/commercial awareness and understanding of KPIs, performance cycles and reporting
Benefits
- Competitive salary
- Company Car or Car allowance
- A wide range of family friendly policies
- 8% matched pension contributions
- Private healthcare
- Life assurance
- 26 days holiday
- 2 wellbeing days
- 1 volunteering day
- Personal and professional development
- Flexible benefit pot
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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