Diary Assistant (DA)/ Personal Assistant (PA) / Executive Assistant (EA) to CEO

Line Manager: Reporting into Commercial Operations Manager

Role Summary:

• A highly challenging diary coordination / executive assistance role essential to the successful delivery of SHM’s client projects and smooth functioning of business operations
• The successful candidate will liaise with/report to existing executive staff supporting the CEO to provide a professional and highly organised assistance service to the CEO of SHM, and provide support to specific senior leaders as needed

Core Responsibilities:

• Work closely with executive staff and CEO enablement team members to coordinate schedule of the CEO, ensuring that meetings, deadlines and other duties are carried out seamlessly across the CEO's role
• Liaise with clients and project team members to take requests for meetings, schedule meetings and coordinate various aspects of communication as necessary
• Provide diary support and ad hoc personal assistance to the Head of Strategy & Client Engagement
• Field emails to CEO, distributing and managing drafting and reviewing process with high level of accuracy and attention to detail Review or create itineraries and briefings to ensure key people have the required information to execute client and other engagements successfully
• Manage client interview processes - scheduling and maintaining tracker, and providing project leads with updates
• Liaise closely with PA and Projects Administrator to ensure CEO's domestic travel arrangements are organised and take place seamlessly
• Collaborate closely with operations team to make international travel arrangements for SHM's executive team, ensuring travel bookings are made accurately, on time, and that journeys take place seamlessly
• Support CEO when he is in the office (meeting rooms, lunches, etc) Work closely with operational staff to organise and host office events, as needed, and research locations for external meetings (including restaurants and private dining)
• Provide all manner of administrative assistance, including creating and maintaining tracking mechanisms and writing status reports Additional Activities (as needed)
• Ad-hoc duties to allow the CEO to focus on his wide range of responsibilities and interests Proactively suggest and take action to resolve issues and conflicts
• Any other duties that may be required to support the work of the CEO and senior leadership team

Relevant Skills:

The successful candidate will be:

Quality-driven

You will need to:

• Have an impeccable attention to detail, working with diligence and accuracy while observing strict confidentiality
• Have excellent organisational skills, with the ability to perform and juggle multiple tasks seamlessly
• Strive for continuous improvement and be open to constructive criticism

An excellent written and verbal communicator

You will need to:

• Bring a high degree of professionalism and accuracy to all written and verbal communications, both internally and externally
• Have exceptionally strong inter-personal skills and the ability to build positive professional relationships with internal and external stakeholders

Positive and flexible

You will need to:

• Approach tasks with a proactive, can-do manner, bringing a natural desire to problem-solve
• Respond positively to the fast-paced, ever-changing requirements of client delivery
• Be proactive and flexible, willing to work outside of office hours where necessary

A team player

You will need to:

• Have the ability to work collaboratively in a team and with people at all levels in an organisation
• Work with professionalism and commit to delivering high quality work, always striving to deliver the best for our clients
• Be a highly resourceful team player who can also operate effectively independently

Proficient in basic tools

You will need to:

• Be competent in the Microsoft Office suite, including Microsoft PowerPoint and Excel in particular Strong calendar management and familiarity with Microsoft Outlook
• Be comfortable with or willing to learn how to use Asana

Qualifications & Experience

Required:

• We will consider a range of experiences – at a minimum, you should have proven administrative experience and exceptional organisational skills;
• fluency in English Preferred: Some recent experience in working directly with clients

Desirable, but not required:

• Fluency in French and/or Spanish