Executive Assistant

Reporting directly to the SVP, Global Distribution, this position provides a wide variety of administrative and organisational support to the SVP, Global Distribution Operations and the senior management team. The position will also take a leadership role in global activities, including but not limited to internal communication. To that respect, the role will also be responsible for leading and coordinating all internal and external communications using a variety of communication vehicles. Also, facilitating communication, planning meetings and events, distributing information, creating agendas and schedules. The role calls for the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

• Performs a wide range of general administrative duties for the SVP, Global Distribution Operations and its management team, including arranging, coordinating and taking the minutes of meetings and generating presentations.
• As a communication specialist, develop and execute the Global Distribution Operations communication strategy with the global team through the use of various communication mediums, ensuring consistency of message and style. Help improve employee communication effectiveness.
• Be proactive in looking for opportunities to further develop the Employee Communications offering through identification of new techniques, technologies and ideas that would enhance the communication and inclusion process.
• Post on to social media stories of company events, successes, employee achievements.
• Provides a bridge for smooth communication between the SVP, Global Distribution and internal departments; demonstrating leadership to maintain credibility, trust and support with Senior Management staff.
• Works closely and effectively with the SVP, Global Distribution, keeping her/him well informed of upcoming commitments and responsibilities, following up appropriately.
• Actively manage an active calendar of meetings, setting priorities based on guidelines.
• Maintain, and if appropriate, distribute, key files or documents such as, but not limited to, email distribution lists, organisation charts or the Global Distribution Sites Overview.
• Prioritises conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Book flights, accommodation, transport and organise Visa for the senior managers and visitors
• Arranging entertainment and team building events.
• Fully co-ordinate and oversee Global Distribution Operations Management off-site conferences, including coordinating the planning of meetings and events, distributing information, creating agendas and schedules
• Fully co-ordinate and oversee staff rewards as and when required; dealing with suppliers, placing orders, arranging delivery and co-ordinating distribution.
• Any other reasonable duties as required by your line manager

The role has many diverse features and requires a high degree of flexibility and multi-tasking. Providing support to Senior Management members globally as well as producing (in conjunction with senior managers) and deploying the various General Communications reports for the Global Distribution Operations organisation. The role also may deal with highly confidential information and must ensure adherence to GDPR requirements.
There is also a big requirement for strong organisation skills in this role, as it requires several large-scale events to be arranged over the year; including Roadshows, Christmas hampers, VIP visits and anything else which may arise.
The communications element of the role requires a good level of knowledge in producing presentations, reports, publishing newsletters and monthly poster campaigns.
This role is based in a fast-paced environment and includes a range of both ad hoc and routine tasks. This role does require some foreign travel and does occasionally require travel to local venues for offsite Management Meetings.

This role is based in Fareham and will be hybrid. Full time Monday to Friday.
Circa £50,000
You must have experience in a similar role - ideally 3-5 years

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk