Job Ref: 213737026

Date: 2021-05-12 15:28:23

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Our client is a global group of life-saving technology companies. Named one of Britain's Most Admired Companies in 2019, they provide innovative solutions to many of the key problems facing the world today.

Their purpose is to grow a safer, cleaner, healthier future for everyone, every day. Their purpose drives every business decision they make and ensures they are working towards it every day. It defines the three broad market areas where they operate:

Safety: protecting life as populations grow and urbanise, and protecting worker safety.

Environment: improving food and water quality, and monitoring air pollution.

Health: meeting rising healthcare demand as growing populations age and lifestyleschange.

Context

Our client is one of the top-performing businesses in the FTSE index, comprising over 40 individual operating companies, operating in over 20 countries, and with a combined total of over 6000 employees worldwide.

Recognizing the importance of creating digital business models to sustain our growth, they are implementing a new group-wide IT strategy intended to facilitate future value creation through the increased adoption of both operational and strategic technology. The scope of the technology initiatives within this strategy span Enterprise and Business Application Architecture; Data and Analytics; Digital and IoT Platforms; and Core IT Infrastructure.

They are in the early stages of devising and launching these initiatives. They now need to build out a team of technology experts, architects, and delivery professionals to define the various solutions across the initiatives and facilitate the successful build and adoption of them.

Depending on the scope and objectives of different initiatives, adoption will occur at various levels within the organization, either at the group level, the OpCo level, or both.

To achieve successful results, they require intelligent, articulate, consultative professionals who fit their culture and can comfortably operate in our client’s autonomous and decentralised model.

Role Summary
The EA / Project Administrator will provide direct support to the Chief Technology Officer and her team in what is a fast-paced, project-driven environment within a globally distributed organization. The role is a mixture or EA OR PA style work and will also support the technology PMO office (they are happy to train an EA to do this).
The Project Administrator aspect will involve scheduling various activities and meetings across multiple parties, managing diaries of key individuals in the team, devising and managing the various team and project events, and communicating across internal and external parties as the needs arise.
The role will also include Project Management Office (PMO) support responsibilities to the various projects initiated, on behalf of the Programme Manager and Project Manager.
Example activities include project log administration, project financial tracker management, status reporting coordination.
This role requires the individual to exercise a high degree of discretion, as they will be often handling confidential and sensitive information.
 
Role Responsibilities
Project Administrator

Handle communication for assigned executives, including the coordination of schedules for meetings with key partners, both internal and external.

Provide proactive support in relation to diary management, travel and meeting preparation.

Plan and book travel for assigned executives.

Assist executives in meeting preparation and projects.

Communicate ideas for greater efficiencies and then implement those ideas quickly.

Availability for occasional off-hours support.

Participate in professional development as scheduled and/or as requested.

Possible travel to support remote meetings, on an as-needed basis.

Meeting planning including:

Sourcing venues and working with sites on meeting logistics

Organise reservations, meetings and meals, and coordinate travel with attendees

Managing and submitting exec expenses on a monthly basis

Managing supplier invoice process for accuracy and required approvals

Working with other PAs to support and assist Concierge as and when required

Act as the main point of contact for both internal & external partners

Project Management Office (PMO) Support

Collate status from each project/workstream for the executive steering committee and programme board meetings.

Take actions and update RAID log with programme and exec steer actions, including follow-ups.

Carry out quality assurance on all reporting for compliance and consistency.

Promote standardized formatting and layouts to key project documentation.

Schedule project workshops and demos, as and when needed.

Maintain financial and resource trackers for individual projects.

Support programme/project managers in managing progress and tracking against planned project schedules.

Profile Attributes

Highly organised and thoughtful when planning and executing tasks in a timelymanner.

Able to support local and remote executives.

Effective time management skills to prioritise work according to urgency while maintaining a willingness to adjust expectations and priorities as needed and/or requested.

Effective communicator, both written and verbal, and believes communication is a value-add to building relationships and achieving work outcomes

Accepting some repetitive tasks that need to be done with excellence.

Ability to juggle project/program-based tasks that will challenge you and build your capabilities.

Professionalism and passion for being an assistant.

A positive can-do attitude.

Being flexible with changing priorities and differing work styles.

Acts with discretion when required.

Qualifications and Experience Required

Minimum 5+ years of experience as an assistant to C-suite executive level personnel, ideally having supported more than one person at a time.

Proven success in working with teams and executive leadership in a complex, global company environment.

Passion for and ability to utilise technology tools and resources.

Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint required.

Knowledge of SharePoint and Teams, is a plus.

Proficiency in keyboarding – prefer 60+ WPM, as the job requires heavy keyboarding use.

Strong written and verbal skills.

A bonus would be IT transformation programmes and working in a fast-changing environment

Preferable degree level education or comparable experience

Key attributes: Positive; self-motivated; task-oriented; good communicator; adaptable; quick thinker; fast execution; takes initiative; willingness to learn and develop new skills; great team player; attention to detail; great listening skills; always a step ahead; disciplined; ability to analyse data and information and synthesize; loves accountability and collaboration
 
LocationOffice headquarters are located in Amersham. There will be a mixture of working in the office, travelling, and home working.
 
Cultural GenesThese are the unique cultural and behavioural principles that we require, protect and leverage to effectively optimise our organisational genes and deliver our purpose.Live the purposeBe passionate about making the world safer, cleaner, and healthier. See real problems and create innovative solutions.Embrace the adventureContinually grow and change, as individuals and collectively. Challenge assumptions and see opportunities. Seek insight from all directions and leverage diverse points of view.Be an entrepreneurBe an owner, risk-taker, visionary. Transform bold ambitions into reality. Be agile and responsive in the face of constant change. Be successful through and with others.
Say Yes, and…Be comfortable with paradox. Choose Yes, and… to seemingly conflicting priorities. Build for tomorrow and deliver today. Have stability and constantly evolve. Enjoy autonomy and eagerly collaborate.Just be a good personPlay to win, but not at the expense of others. Operate with impeccable ethics, transparency and integrity in all that you do.
 
DiversityOur client is an equal opportunity employer and achieving diversity is a priority for them. They actively seek to balance gender and ethnicity in their workforce

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