Hybrid Executive Assistant

at Minor Hotels Europe and Americas

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, London, United Kingdom

About the role

• Executive Assistant providing comprehensive executive support to members of the Business Unit Executive Board at Capgemini, coordinating meetings, itineraries, and client liaison. Located in London with a hybrid work environment.

Responsibilities

• Comprehensive diary management to ensure productive time usage and regular scheduling of meetings, accommodating multiple diaries and often various time zones
• Monitoring and organisation of client and internal meetings and conference calls and preparation and logistical facilitating of team meetings, both internal and external where required
• Itinerary planning to ensure seamless logistics to maximise exposure to clients or partners, whilst identifying the most convenient and cost-effective travel options
• Liaison with external clients and partners and their offices to promote a good relationship and ensure desired access and proactive handling of Mailbox and delegation to team when required
• Co-ordinating visa applications and other related travel documents and monitoring and entering of expenses, timesheets and invoices using online systems
• Set up and maintenance of internal distribution and contact lists along with general administration duties

Requirements

• Proven experience in a professional business support role
• Ability to work flexibly and adapt to changing priorities, with strong organisational and time management skills
• Effective and respectful communicator, able to collaborate within a team and maintain confidentiality
• Professional, proactive approach with the ability to prioritise tasks and meet agreed deadlines
• Calm and solution-focused when working under pressure or handling challenging situations
• Strong proficiency in Microsoft Outlook, Word, PowerPoint, and Excel
• Excellent attention to detail and commitment to accuracy and comfortable working with numbers and performing basic data analysis
• Desirable: Experience of global diary management, incorporating various time zones
• Desirable: Experience of using online procurement and timesheet systems
• Desirable: Event organisation experience

Benefits

• Employee wellbeing programs
• Mental Health Champions
• Wellbeing apps such as Thrive and Peppy
• Commitment to inclusive recruitment