A fantastic opportunity for a highly motivated and experienced Senior Executive Assistant to join a dynamic team within the Chief Data and Analytics Office - Data Platforms organization. We are seeking an Executive Assistant to support our Head of CDAO Data Platforms along with 2 other MDs and senior members of their teams. It is a great opportunity for candidates with solid Senior Executive Assistant experience.

As a Senior Executive Administrative Assistant in CDAO Data Platforms, you will be tasked with a variety of administrative duties that require confidentiality, initiative, and sound decision-making. Your responsibilities will include providing high-level administrative support for the executive and their team of managers, as well as other stakeholders. This may involve handling information requests, preparing reports, and performing clerical tasks such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and managing travel arrangements. 

Additionally, the ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is crucial to this role. You should demonstrate experience in developing relationships in a highly matrixed organization, as well as experience in handling the administrative and executive support related tasks with minimal supervision. You will need to adapt procedures, processes and techniques to the completion of assignments and in line with the department's activities and goals. You will arrange and coordinate complicated domestic and international travel.

Note: This role requires 5 days in the office with some flexibility.

Job responsibilities

Maintains complex and detailed calendars for the Head of CDAO Data Platforms and senior members of their teams, acting as a gatekeeper and main point of contact for all enquiries. Arranges and coordinates complicated domestic and international travel. Manages the coordination and logistics of both internal and external meetings. Produce high quality emails and messages to individuals at all levels of the organization. Coordinate meetings and conference rooms, order any necessary food/catering. Flags incoming issues and concerns, ensures deadlines are met. Manages technology requests via in-house systems. Onboards new employees. Processes invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures. Provide office management support from ordering stationary to coordinating with maintenance. Provide adhoc cover for other EAs within the CDAO organization when they are out of the office. 

Required qualifications, capabilities, and skills

Minimum 5 years’ experience working as an administrative assistant, providing support to high profile, C-level stakeholders. Strong organizational skills, ability to multi-task and prioritize with excellent attention to detail. Able to manage short notice changes/ requests effectively to accommodate urgent items. Excellent interpersonal skills and the ability to build relationships. Strong written and verbal communication skills.   Proactive rather than reactive – plans for all eventualities but ability to be flexible to changing work demands at short notice. High levels of confidentiality and discretion. Resourceful team-player, with a proactive approach within the assistant community and can provide back up to other assistants as and when required. Remains calm under pressure. Highly proficient in Microsoft Office and Concur.