Executive Assistant

Hellios Information Limited; Oxford; Hybrid; GBP 40,000 - 65,000; Full time

Benefits offered by this job

Blended working

Contributory pension scheme

Free car parking

Salary Extras access

Refer a Friend scheme

Social events

Job summary

Hellios Information Limited is seeking an experienced Executive Assistant to support the Chief Executive Officer with diary management, scheduling, and meeting preparation. The role also involves coordinating travel, preparing communications, and providing broader executive administration.

The successful candidate will have 5+ years of senior-level administrative experience, strong MS Office skills, excellent organizational abilities, and a professional, discreet approach to handling sensitive

Qualifications

• 5+ years of experience providing administrative support to senior management / Executive level.
• Bachelor’s Degree preferred.
• Strong/Advanced computer skills, in particular Microsoft Outlook, Word, Excel, and PowerPoint.
• Administrative competence (typing, scheduling, e-mailing, diary management)
• Good organization skills with close attention to detail.
• Demonstrates flexibility and problem-solving abilities.
• Ability to work independently whilst also being a strong team player.
• Possesses strong written and verbal communication skills.
• Ability to manage conflicting priorities and deliver on assignments in a timely manner.
• Self-motivated, and eager to learn new skills and contribute to the success of the organization.

Responsibilities

• Perform a broad range of administrative support activities on a regular basis, requiring efficiency, initiative, and judgment.
• Maintain the CEO’s calendar including appointment scheduling and proactive calendar conflict resolution.
• Coordinate external meetings, conferences and team meetings.
• Coordinate domestic and international travel, planning accommodation, menus, managing to a budget and coordinating local transportation.
• Manage expense reporting and credit card reconciliation.
• Provide administrative assistance, such as writing and editing e-mails, and preparing communications on the executive’s behalf and slide preparations.
• Provide support issuing documents using templates.
• Maintenance of key stakeholder contact lists and management of communication with these groups.
• Assist in the preparation and distribution of meeting agendas and materials.
• Convey a professional image when representing the organisation internally and externally.
• Exercise tact, diplomacy and discretion in written and verbal communications.
• Assure discreet handling of confidential and/or sensitive information

Skills

Executive support

Calendar management

Diary management

MS Office

Communication skills

Organizational skills

Self-motivated

Independent work

Education

Bachelor's Degree

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Job description

To assist UK- based Chief Executive Officer with diary management, organizing, scheduling, and preparing for meetings, and coordinating travel arrangements. The role will encompass executive administration, and other ad hoc tasks. On occasions there may be a requirement to support the Chief of Staff and other members of the Senior Management Team.

Key Responsibilities and Requirements

• Perform a broad range of administrative support activities on a regular basis, requiring efficiency, initiative, and judgment
• Maintain the CEO’s calendar including appointment scheduling and proactive calendar conflict resolution
• Coordinate external meetings, conferences and team meetings
• Coordinate domestic and international travel, planning accommodation, menus, managing to a budget and coordinating local transportation
• Manage expense reporting and credit card reconciliation
• Provide administrative assistance, such as writing and editing e-mails, andpreparing communications on the executive’s behalf and slide preparations
• Provide support issuing documents using templates
• Maintenance of key stakeholder contact lists and management of communication with these groups
• Assist in the preparation and distribution of meeting agendas and materials
• Convey a professional image when representing the organisation internally and externally
• Exercise tact, diplomacy and discretion in written and verbal communications.
• Assure discreet handling of confidential and/or sensitive information

Knowledge & Experience

• 5+ years of experience providing administrative support to senior management / Executive level
• Bachelor’s Degree preferred
• Strong/Advanced computer skills, in particular Microsoft Outlook, Word, Excel, and PowerPoint.
• Administrative competence (typing, scheduling, e-mailing, diary management))
• Good organization skills with close attention to detail
• Demonstrates flexibility and problem-solving abilities
• Ability to work independently whilst also being a strong team player
• Possesses strong written and verbal communication skills.
• Ability to manage conflicting priorities and deliver on assignments in a timely manner.
• Self-motivated, and eager to learn new skills and contribute to the success of the organization

Salary and remuneration

This post will attract a competitive salary and our benefits include:

• Blended working
• Contributory pension scheme
• Free car parking
  
• Access to discounted employee benefits through Salary Extras
• Refer a Friend scheme (applicable to some posts)
• Varied programme of social events

The Company

Hellios is a leading supplier information and risk management companyoperating in the financial services and defence industry. Established with the primary objective tobenefit majorblue-chipcompanies and their suppliers. Hellios provides a single streamlined approach by sharing data across an industry community in areas including modern slavery, cyber security and GDPR.

Since its inception as a startup in 2012, Hellios has experienced rapid growth, expanding to over 160 employees and establishing offices across Australia, the UK, The Netherlands, Spain, Hong Kong, The US and Ireland. The Company is continuing to growquicklyand a key part of this role is to prepare the Company for further growth.

At Hellios, we are guided by an ethos centred on delivering unparalleled service quality and innovative technology. Our commitment rests upon nurturing enduring, sustainable relationships with both our buyer and supplier clientele. To delve deeper into Hellios's core values shaping the culture embraced by our team, partners, and our customer-centric approach, please visit our website at Hellios.com.

5+ years of experience providing administrative support to senior management / Executive level