Executive Assistant

Workday; London; Hybrid; GBP 40,000 - 80,000; Full time

Job description

At Workday, it all began with a conversation over breakfast. When our founders met at a sunny California diner, they came up with an idea to revolutionize the enterprise software market. And when we began to rise, one thing that really set us apart was our culture. A culture which was driven by our value of putting our people first. And ever since, the happiness, development, and contribution of every Workmate is central to who we are. Our Workmates believe a healthy employee-centric, collaborative culture is the essential mix of ingredients for success in business. That’s why we look after our people, communities and the planet while still being profitable. Feel encouraged to shine, however that manifests: you don’t need to hide who you are. You can feel the energy and the passion, it's what makes us unique. Inspired to make a brighter work day for all and transform with us to the next stage of our growth journey? Bring your brightest version of you and have a brighter work day here.

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About the Team

This Executive Assistant role supports the VP and Country Manager UKI, including ad hoc support for his Regional VPs. The UKI VP works cross functionally with multiple business partners who support each other to deliver revenue for the UK & I region. You will be joining a team that loves what they do! We enjoy working hard and include our Workday core value of ‘Fun’ in almost everything we do.

About the Role

We are looking for someone with multitasking abilities, exceptional social skills and project management skills. A successful Executive assistant will have a proactive demeanor to provide Senior-level executive support and managing schedules. Workday is a fast growing company, and the Executive Assistant will need to handle ambiguity and multiple priorities. The utmost confidentiality is imperative, as you will be working on critical projects and will be privy to confidential information.

The role will need to be in the office 50% of the time.

• Run, prioritize and anticipate the executive's day to day schedule, confirm meetings, enter expenses, and attend to other matters as needed.
• Handle interaction and communications with employees at all levels and across the organization, including other Workday executives, and outside vendors.
• Prepare correspondence, presentations, and internal and external communications, as requested.
• Book domestic and international travel arrangements (air, hotel, ground travel) including sophisticated planning of meeting agendas and logistics, assist with meeting coordination, and build detailed itineraries for travel.
• Proactive and problem solver - takes action with little/no direction, acts on behalf of the Executive. Anticipates what's upcoming and helps executives stay ahead.
• Learns the team overtime and has a pulse on team health. Available to the team and is included in all meetings, discussions, etc. Considered part of the leadership team, not just someone in the background.
• Plan and coordinate department events as they arise, including the management of all meeting details (preparing agendas, preparing presentations, ordering meals, securing space, and inviting attendees).
• Establish processes to make department interactions more efficient; identify business process improvements.
• Track and help drive completion of key tasks and follow up with outstanding items.

About You

Basic Qualifications

• 8+ years of executive support and/or project coordination experience, supporting multiple senior level executives in a fast-paced technology environment.
• BA/BS degree or equivalent experience.
• Ability to put yourself in the executive’s shoes and handle the schedule in a way promotes the most effective use of time.
• Excellent interpersonal and problem solving skills.
• Must have abilities to work with a sense of urgency, and have flexibility.
• Strong critical thinking skills with the ability to work independently with general direction and guidance.
• Ability to handle highly confidential information with discretion, sound judgment, confidentiality and the utmost integrity.
• Professional skill set working with office applications including Outlook, Google Drive, Word, Excel, PowerPoint and Zoom.

Other Qualifications

• Excellent at multi-tasking.
• Doesn’t do tomorrow what can be done today.
• Meticulous follow-up.
• Cordial and pleasant – is part of their brand.
• Can bring groups together and lead, contribute and follow as needed.
• Knows how to manage a project or task plan – building out timelines and dependencies.
• Is a cultural ambassador for the team – can demonstrate all our core values with ease.
• Loves to have fun and is creative around events, meetings, etc. – doesn’t get stuck in ruts or routines, but thinks outside the box with planning.

Our Approach to Flexible Work
With Flex Work, we’re combining the best of both worlds: in-person time and remote. Our approach enables our teams to deepen connections, maintain a strong community, and do their best work. We know that flexibility can take shape in many ways, so rather than a number of required days in-office each week, we simply spend at least half (50%) of our time each quarter in the office or in the field with our customers, prospects, and partners (depending on role). This means you'll have the freedom to create a flexible schedule that caters to your business, team, and personal needs, while being intentional to make the most of time spent together. Those in our remote "home office" roles also have the opportunity to come together in our offices for important moments that matter.

About the company

Workday, Inc., is an American on‑demand financial management and human capital management software vendor.