Executive Assistant

at  The Economist Group LTD

JOB SUMMARY:

We are seeking a highly experienced and diligent Executive Assistant to the chief financial officer and chief legal officer/company secretary to provide outstanding administrative and secretarial support to them. This role requires a proactive approach, excellent organisational skills, and the ability to handle sensitive information with discretion.

REQUIRED EXPERIENCE AND SKILLS:

• Extensive experience as an executive assistant at a senior level, with demonstrated exposure to board-level interactions and activities
• Experience in preparing board packs, including collating and organising relevant documents, using appropriate software tools
• Advanced proficiency in Google Suite and MS Office (Word, Excel, PowerPoint) with particular expertise in creating high-quality presentations and reports for board meetings, utilising tools such as Google Slides and Google Sheets
• Skilled in accurate and efficient minute-taking during meetings, with the ability to summarise and convey key points clearly
• Exceptional written and oral communication skills in English, suitable for executive and board-level correspondence
• Excellent organisational, multitasking and prioritisation abilities, with a keen eye for detail and accuracy in all aspects of work
• Strong commitment to maintaining confidentiality and demonstrating discretion in handling sensitive information
• A proactive approach and resilience in working under pressure, managing tight deadlines, and adjusting to fast-paced environments
• Team player with a positive attitude, coupled with the ability to work independently and show initiative
• Flexibility to adapt to changing demands and environments, while maintaining a high standard of professional conduct

OUR ENTERPRISE CAPABILITIES BELOW SHOULD BE PART OF YOUR SKILLSET:

• Energy and resilience
• Emotional intelligence
• Collaboration and teamwork
• Customer focus
• Commitment and excellence
• Commercial acumen
• Growth mindset

• Advanced diary and schedule management: Efficiently manage and be the gatekeeper of complex diaries, ensuring optimal use of time. Keep an eye on managers’ email inboxes and manage these when they are out of the office

• Document and communication management: Actively prepare, manage, and organise sensitive and business-critical documents, including contracts, reports, and correspondence, ensuring high standards of accuracy and confidentiality. Efficiently handle confidential communications, applying discretion in all interactions and document handling

• Meeting and event coordination: Organise high-level internal and external meetings, (including town halls) preparing agendas, minutes, and follow-up actions. Coordinate logistics for events and conferences. Act as a point of contact for guests, warmly welcoming and assisting them upon arrival, overseeing the setup of meeting spaces to ensure they are welcoming and adequately equipped for guests and attendees.
• Company secretarial and legal support: Provide administrative support to the legal and cosec teams, such as with trade mark matters, correspondence with shareholders and organising shareholder meetings (including the annual general meeting of shareholders), writing up meeting minutes and so on
• Invoice and expense management: Supported by the EAs’ admin assistant, process, record, and accurately code invoices and expenses. Maintain financial records and assist in budgeting processes
• Board and committee support: Although the EA to the CEO will have primary responsibility for liaising with board members and organising board and committee meetings, this role will also be expected to assist and, when needed, stand in for the EA to the CEO, in preparing for board and committee meetings (including the coordination of agendas and papers), and acting as a liaison for executive and non-executive board members
• Travel coordination: Arrange and manage all logistics of travel including itineraries, flights, visa applications and accommodation for your leadership team members and their teams
• Group website: Coordinate with stakeholders to ensure the corporate website is kept up to date
• Stakeholder engagement: Serve as a primary point of contact for internal and external stakeholders, in particular shareholders. Use in depth knowledge of the Group’s businesses and contacts to deal efficiently with or refer enquiries
• Special projects: Undertake special projects as directed by your managers, demonstrating the ability to handle complex tasks and solve problems independently including miscellaneous requests from C-Suite members and their teams