Executive Assistant

Executive Assistant
Offshore Wind Developer
Central London
Contract Position
Competitive Rates
6-12 Month Initial Contract

My client, a key player in the UK’s energy transition are recruiting for an Executive Assistant to handle administrative duties/executive support and assist the team with coordination and general administrative duties to support the achievement of objectives.

Role Responsibilities
 

• Performance of general administrative duties
  • Screening inquiries, emails, and requests professionally in order to ensure that all contacts are dealt with courteously and requests are chanelled timely and accurately.
  • Meet and greet division / unit / department visitors in order to ensure that their visit runs smoothly.
  • Manage the Director’s and the team’s calendars and coordinate their meetings in order to ensure that calendars are maintained accurately.
  • Handle the setting up of all types of business meetings including high level meetings with internal and external parties and stakeholders. This includes booking meeting rooms and venues.
  • Coordinate and arrange all business travel logistics including flights, hotels, meetings, etc. with full detailed business trip pack for each business trip
  • Supporting the Director ensuring he is fully prepared ahead of all meetings and has all the necessary paperwork needed in advance of the meetings.
  • Submit expenses and other payments as and when needed.

 

• Control of documents
  • Perform document control through ensuring the implementation of relevant procedures, execution numbers, and protocols to reference, file, maintain and update any relevant documents in both hard and soft copies.
  • Ensure all office files are managed according to confidential and internal processes.

 

• Preparation and review of documents
  • Prepare background documents and outgoing mail and review and summarize reports and documents.
  • Prepare, draft and execute letters to all stakeholders as requested.
  • Ensure appropriate materials provided ahead of review/meeting, screen and suggest on any changes/additional information.
  • Assist the Director and the team with the preparation of presentation materials.

 

• Coordination with other divisions / departments
  • Work closely with other divisions / departments to ensure that the team receives the required support for their projects and activities.
  • Coordinate with relevant parties to ensure that marketing and other related materials are drafted, translated, printed and ready for all marketing and media, or executive events.
  • Work closely with other coordinators to ensure collaboration and alignment of duties and processes.

 

• Support smooth flow of divisional / departmental operations and contribution to ad-hoc initiatives/work
  • Perform system updates and other system-related functions Oracle functions in order to support the team with routine operations via the system. 
  • Support in the coordination with third parties to ensure that they deliver services as per applicable service level agreements. 
  • Support the team in the execution of projects/initiatives as and when required by the Director to contribute to the completion of project objectives timely and effectively, and in line with wider plans.

 

• Compliance with information security policies, procedures and requirements at all times
  • Adhere to any applicable Masdar information security policies and procedures and identify and report security incidents and suspected weaknesses to the appropriate point(s) of contact.
  • Protect assets under care (e.g. laptops and other devices) and information/credentials against unauthorized access, sharing, and/or damage/loss, in accordance with the Information Classification and Handling Procedure.
  • Clear desks of all sensitive material and log off/ lock workstations at the end of the day and when leaving desk for a prolonged period in accordance with Acceptable Usage Policies.
  • Ensure not installing, copying or modifying of any software on Masdar equipment without authorization.

 

• Support for Quality Health and Safety Environment (QHSE) activities, policies and objectives of Masdar and compliance with the laws and regulations
  • This includes participating (when requested) in QHSE audits, office inductions, incident reporting and review of QHSE performances as applicable.

Role Requirements
 

• Diploma in business, administration or related field.
• Bachelor's degree in business or related field is an asset.
• 5 years’ experience as an executive assistant or in a senior administrative role gaining exposure to general office processes and senior executive support.
• Good communication skills and able to work in a dynamic fast paced, diverse environment.
• Ability to prioritize and organize through calendar management skills.
• Ability to manage own variable workload, ensuring timely and accurate completion of assigned work.
• Strong knowledge of MS office, including Word, Excel, PowerPoint and Outlook.
• Must be fully aware of the sensitivity and confidentiality of the unit.
• Attention to detail.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.