Executive Assistant / Operations Support

at  Zayo Group

Company Description
Zayo provides mission-critical bandwidth to the world’s most impactful companies, fueling the innovations that are transforming our society. Zayo’s 141,000-mile network in North America and Europe includes extensive metro connectivity to thousands of buildings and data centers. Zayo’s communications infrastructure solutions include dark fiber, private data networks, wavelengths, Ethernet, and dedicated Internet access. Zayo serves wireless and wireline carriers, media, tech, content, finance, healthcare and other large enterprises.
Executive Assistant (to the COO)/ Operations Support
Position Description:
The Executive Assistant and Operations Support is primarily responsible for providing essential support to the Fibre Construction Teams in terms of managing budgets, forecasts, contractor finances and contractor performance reporting. Additionally, this role involves extensive executive support to the Chief Operating Officer.

Executive Assistant Responsibilities:

• Manage the COO’s calendar, including scheduling meetings and organise travel arrangements
• Submit and manage expense reports for the COO
• Handle confidential information with discretion
• Organise and manage team events across European offices
• Ensure the EU Operations page is updated with the most recent information
• Collaborate with the EU EA team to ensure seamless coordination and support across regions.
• Keep track of actions in weekly and quarterly team meetings.
• Deliver internal communications, including meeting follow-ups
• Support the planning, execution, and monitoring of strategic projects
• Coordinate and prepare meeting materials, including agendas, presentations, and reports.
• Provide support to the Operations Directors

Operations Support Responsibilities

• Manage contractor payments and reporting on Oracle
• Run reports on Operations budget reports: team expenses, overtime and capitalised hours
• Work with Zayo finance to manage 3rd party invoice payments.
• Run reports from project / purchase order database.
• Provide support to European Operations team for budgeting & forecasting of projects.
• Work with contractors and NCC to compile documentation for 3rd party claims.
• Develop and maintain reports on contractor workloads and deliverables.
• Identify opportunities for process improvements and operational efficiencies.
• Complete quarterly forecasting of Operations costs for budget purposes.

Qualifications / Experience Requirements

• Experience in telecommunications engineering environment/ Executive assistance preferable but not essential.
• Strong organisational skills with the ability to prioritise workload in a fast-moving environment and manage demands on time.
• Must be proactive, self-motivated, and a team player with excellent communication skills.
• Strong communication and presentation skills.
• Computer literate, minimum Word, Excel, Google documents, Google Drives.
• Must be able to work a flexible schedule. Willing to work outside of normal business hours when required.
• Must be proactive, self-motivated, team player and leader, excellent communication skills.
• Must be able to communicate effectively at all levels.

Rewards

• Competitive compensation including annual incentive plan
• Hybrid working
• Excellent benefits including health, disability and life insurance
• Pension with higher employer contributions up to 8%
• Retail and fitness membership discounts
• Generous paid time off policy including enhanced paid parental leave, 25 days paid time off, one floating day and two volunteer days off per annum
• Employee assistance programs including mental health, wellbeing and medical support

Zayo provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, provincial or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Executive Assistant Responsibilities:

• Manage the COO’s calendar, including scheduling meetings and organise travel arrangements
• Submit and manage expense reports for the COO
• Handle confidential information with discretion
• Organise and manage team events across European offices
• Ensure the EU Operations page is updated with the most recent information
• Collaborate with the EU EA team to ensure seamless coordination and support across regions.
• Keep track of actions in weekly and quarterly team meetings.
• Deliver internal communications, including meeting follow-ups
• Support the planning, execution, and monitoring of strategic projects
• Coordinate and prepare meeting materials, including agendas, presentations, and reports.
• Provide support to the Operations Director

Operations Support Responsibilities

• Manage contractor payments and reporting on Oracle
• Run reports on Operations budget reports: team expenses, overtime and capitalised hours
• Work with Zayo finance to manage 3rd party invoice payments.
• Run reports from project / purchase order database.
• Provide support to European Operations team for budgeting & forecasting of projects.
• Work with contractors and NCC to compile documentation for 3rd party claims.
• Develop and maintain reports on contractor workloads and deliverables.
• Identify opportunities for process improvements and operational efficiencies.
• Complete quarterly forecasting of Operations costs for budget purposes