Executive Assistant - Maternity Contract

Global Switch; Greater London; On-site; GBP 30,000 - 60,000; Full time

Job summary

Join a forward-thinking company as an Executive Assistant, where you will play a vital role in supporting senior executives. This exciting position involves managing complex schedules, coordinating meetings, and ensuring seamless communication across departments. You will thrive in a dynamic environment that values organization and detail, making a significant impact on the executive team's efficiency. With a commitment to excellence and teamwork, this role offers a unique opportunity to grow and develop within a trusted industry leader in data centers, where your contributions will be recognized and valued.

Qualifications

• Proven experience as an Executive Assistant supporting senior executives.
• Exceptional organizational skills with a track record of managing schedules.

Responsibilities

• Manage executives’ schedules and travel arrangements.
• Coordinate logistics for board meetings and conferences.
• Assist with documentation and ensure accuracy.

Skills

Organizational Skills

Communication Skills

Time Management

Microsoft Office Suite

Confidentiality

Education

Experience as Executive Assistant

Experience supporting board-level executives

Tools

Microsoft Office Suite

Job description

About the Role

This position is a maternity coverfor a fixed-term contract of 9-12 months, reporting to the Chief Executive Officer. The role involves providing executive assistance to support complex diary management (across several time zones), meeting room co-ordination, arranging hospitality for customer meetings, occasional minute-taking, preparation of presentations, external and internal letters, emails, and messages as required, ensuring that priority is given in a diplomatic and consistent way.

Key Responsibilities:

• Manage and maintain executives’ schedules, appointments and travel arrangements.
• Coordinate logistics and preparations for board meetings, conferences, and executive sessions.
• Planning and managing the meetings which when required include assisting with the report, the meetings, minutes etc.
• Managing the customer Event Calendar, coordinating the availability of Global Switch attendees, and ensuring that corresponding travel arrangement are made.
• Work with the other EAs and the Receptionist/Office Manager to ensure the office runs smoothly and efficiently.
• Proof-reading and checking of documentation in detail, as well as ensuring the timely collation and assembly of documentation, as required to support the Chief Executive Officer, ensuring they are accurate, and consistent with corporate standards of presentation.
• Planning and managing the ESG meetings which includes assisting with the report, the meetings, minutes etc.
• Keeping an up to date and workable filing system. Responsible for ensuring all documents (hard and digital) are filed and updated when necessary, using the company’s archiving system.
• Conduct research, collect data, and prepare papers for consideration and presentation to the executive team and board members.
• Manage and reconcile expense reports and budgets for the executive office.
• Involvement in the effective co-ordination of external functions including company social functions liaising as necessary with the relevant departments and ensuring company processes and standards are followed and maintained in doing so.
• Act as a liaison between the executive office and other departments, fostering good working relationships across the organisation.

About You

You are a proactive, detail-oriented individual with a knack for organising and streamlining complex tasks and schedules. Your excellent communication skills make you a natural facilitator and coordinator, adept at managing the demands of senior executives.

Key Requirements:

• Demonstrable experience as an Executive Assistant, Personal Assistant or similar administrative role supporting senior-level executives.
• Experience supporting board-level executives in a fast-paced administrative capacity.
• Exceptional organisational and time-management skills, with a proven track record of effectively managing executive schedules and responsibilities.
• Strong command of Microsoft Office Suite and other productivity tools, with the ability to quickly adapt to new software.
• Outstanding communication and interpersonal abilities, facilitating smooth interactions across all levels of the organisation.
• Discretion and confidentiality are paramount, given the nature of the position.

About Global Switch

You might not know it, but you use a data centre like Global Switch every day. Whether you're browsing the web, streaming, playing a game, or simply making a purchase, you are relying on data centres around the world. Global Switch is a trusted name in the industry, with over 20 years of experience and a commitment to long-term partnerships and sustainability.

We value excellence and teamwork, and we always strive to deliver the best customer service and satisfaction. We are a team of skilled and passionate professionals, proud of who we are and what we do. Joining us means becoming part of a team that values learning and growth.

As an equal opportunity employer, Global Switch is committed to providing a working culture that values diversity and inclusion and is committed to making reasonable adjustments to provide a barrier-free recruitment process and working environment.