Assistant, Team of VP of Research & Technology
Location
London, UK
Level
Senior
Department
Operations
Type
Full - Time
Salary
Job Description
Posted on:
January 11, 2023
We are seeking an Assistant to join the Team of the VP of Research & Technology. We are seeking an Assistant to strategically manage the day-to-day operational needs and support on projects & initiatives to help drive the team & company’s priorities. This role would suit someone who thrives in a fast-paced, changeable environment and enjoys working as part of a team. This role is to join a team and you will partner closely with the existing Senior Assistant to drive impact towards the mission.
Responsibilities
- Strategically and proactively manage a very complex and ever-changing calendar of meetings, conference calls, interviews appointments, across numerous time zones and different office locations
- Supporting with operational tasks and processes; suggesting ideas for continuous improvement to increase efficiencies
- Collate and prepare a daily briefing document for the VP, tracking actions and outputs, in partnership with the team
- Meeting support - circulating agendas, capturing notes and ensuring actions are followed up on and are completed. Ensure meeting roles, agendas and briefing documentation are in place for each meeting
- Develop a strong working relationship with the VP and their current Assistant, thinking ahead, handling priorities, anticipating needs and future challenges, proposing solutions to enable effective decision-making
- Understanding of the key stakeholders; build and maintain effective working relationships across the whole organisation
- Partner on key strategic projects with the Team of the VP and wider stakeholders
- Draft and send out team communications
- Organise and execute internal and external events for business and team events e.g. off-sites, lunches, talks, seminars, visitors
- Arrange frequent domestic and international travel for meetings, international office visits and speaking engagements e.g. hotel reservations, flight check-in, visas, detailed travel itineraries and overseas transport
- Financial administration e.g. compile expense claims, approve purchase order requests, contract creation, reimbursements, etc.
- Act as a point of contact for the VP and team, dealing with incoming requests, requiring heavy email correspondence
Job Requirements
- You are resilient, with experience supporting C-Suite or Senior Executives experienced in a fast-paced environment.
- You are energetic, enthusiastic and have a keen interest to continue to develop your career in supporting and enabling others.
- Colleagues describe you as positive, warm, kind, trustworthy and efficient; with a can-do attitude, willingness to learn and a strong desire to grow.
- Passionate about supporting and enabling others, motivated by Leader support
- Proactive, you are a self-starter and a naturally strong problem-solver; you can anticipate what needs to be done without guidance
- Highly organised, you manage priorities well; juggling and handling multiple deadlines and tasks efficiently, whilst being able to managing expectations in a thoughtful way
- Can adapt quickly to changing demands and embrace ambiguity
- Able to demonstrate administrative excellence, you have an acute and exceptional attention to detail
- Solid communicator and active listener; you exhibit a high EQ
- Able to build relationships across teams and foster trust
- Collaborative and thrives in a team environment
- Proactively seek out time-saving solutions and tools
- Open to new ways of working, curious and dedicated to continuous improvement for yourself and the team
- Experience with Google Suite is preferable but not crucial
