Executive Assistant

at  Arcadis

Arcadis is the world’s leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.
We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

QUALIFICATIONS & EXPERIENCE:

• 10+ years experience as an executive assistant supporting an executive leader (C-Suite or C-Suite -1)
• Highly proficient in all Microsoft programmes including MS Word, MS Teams, PowerPoint, Excel, and Outlook.
• Excellent business English both written and oral.
• Able to travel to other locations on an ad hoc basis.

REQUIRED SKILLS:

The Executive Assistant to the ELT member has a high level of emotional intelligence, an academic intellectual capacity and significant experience as Personal/Executive Assistant in a professional international services company on executive level.

• Results orientation – Achieving quality results by directing effort on expected outcomes.
• Adaptability – Constantly adapts to changing circumstances, engaging in continuous learning whilst maintaining corporate perspective.
• Communication – Using language as a flexible tool to collect and share information in a variety of formats/situations.
• Innovation in Problem Solving – Builds innovative solutions to emerging problems using information from multiple sources.
• Management Excellence – Excellent discipline in prioritising, planning, organizing, and delivering successful projects of high complexity. Outstanding logistical, organizational, coordination and planning skills. Highly organised.
• Excellent relationship builder and able to influence. Ability to build relationships with an international network and key stakeholders across different levels, both internally and externally.
• Can work under pressure in a calm and thoughtful way.
• Likes to work as part of a team but equally comfortable working alone.
• Finishes all work to a high standard even when under pressure / tight deadlines.
• Forward thinker likes to consider the bigger picture, anticipates potential issues, and plans for them.
• Positive attitude and willingness to help others.
• Applies discretion and confidentiality in all matters.
• Excellent common sense and good sense of judgement.
• Resilient and hard working.
• Professional, proficient, and proactive in approach.
• Excellent attention to detail. Accuracy and quality driven.
• Able to work independently, self-manage, multi-tasking and prioritise workload.
• Good understanding of market and industry issues.
• For this role Arcadis values professional experience across the following priority areas:
• Breadth of experience: Working internationally, across different business lines and/or functions, managing projects impacting people/issues/solutions across organizational boundaries.
• Living our purpose: Mentoring and sponsoring people coming through the business and from outside. Proactively, supporting communities and social initiatives, and showing attention for the planet and sustainability.

ROLE DESCRIPTION:

The Executive Leadership Team (ELT) is responsible for the day-to-day operation of the company and each member of the ELT is supported by an Executive Assistant. The Executive Assistant of the ELT member serves as the primary point of contact for internal and external constituencies on all matters pertaining to the ELT member, by providing personal, executive support & PM support to enable the ELT member to execute the business strategy and adhere to strategic priorities aligning all actions to key objectives for the year.
The Executive Assistant (EA) provides excellent executive, Project Management, and development support to the ELT member. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the ELT Member. The EA also serves as the liaison to the Presidents business team as well as other senior leadership group members; organizes and coordinates executive outreach and external relations efforts and oversees special projects.

ROLE ACCOUNTABILITIES:

• Strategic initiatives & support
• Ensure priorities of the ELT member’s scope are built into the ELT member’s decision making and all areas are considered when planning meetings, travel, and projects.
• Understand the President’s strategic priorities/objectives between the ELT, Supervisory Board and internal stakeholders and support day to day decision making
• Help the President report on each business priority, ensuring a difference is being made to the business and actions, projects and initiatives are ‘moving forward’ and goals met.
• Project Manage events and/or initiatives relating to the ELT Member.
• Strategically collaborate with other ELT and Management Team EA/PAs.
• Meeting governance
• Represent the ELT member, in line with personal branding, in meetings where necessary delivering messages on the ELT member’s behalf. Provide feedback to the ELT member and debrief on the meetings attended.
• Managing the meeting cadence for the ELT members team meetings, ensuring a rolling agenda is set and maintained, materials are sent in advance, and objectives are achieved.
• Agenda items for meetings are relevant to current initiatives and performance ensuring deep dives are added to the agenda where appropriate.
• Responsible for action lists related to ELT member’s scope. Managing actions arising from meetings and developing meeting action plans. Drive response to ensure governance.
• Support and management
• Providing approvals on behalf of the ELT member where required for example time, travel and expenses.
• Provide high level support in production of presentations, reports and proposals in line with Management requirements, could include proof reading, creating charts/graphs, managing versions of edits and documents and papers for meetings.
• Reading, monitoring and selectively responding to the Executive’s emails proactively taking the lead on delegating actions where necessary.
• Preparing correspondence on the ELT member’s behalf. Act as point of contact and an efficient liaison between colleagues and clients.
• Completion of expenses in timely manner.
• Maintenance of any electronic filing systems/other filing systems e.g. database/marketing materials.
• Creating a network with leaders and EAs to act as a sounding board, provide feedback and advice
• Keeping up to date with new technology and informing the Executive and leadership team of new and more efficient ways of working e.g. MS Teams, co-pilot, etc.
• Travel
• Arranging extensive travel schedules, visas and accommodation as required with a comprehensive itinerary.
• Maximise all opportunity to coincide trips with other meetings always considering sustainability issues.
• Diary management
• Strategic diary and time management for the ELT member efficiently and effectively, ensuring they are well prepared for meetings.
• Looking at long term calendar, evaluating opportunities and determining fit with priorities including meeting preparation, speeches and/or presentations and follow up.
• Managing requests and making sure the ELT member is not overloaded and priorities are maintained.