Executive Assistant

Job Description

Executive Assistant to Chief Human Resources OfficerLocation: Hybrid (3 days a week London 2 days from home)Salary: £40-53,000 + benefitsThe Executive Assistant to the Chief Human Resources Officer (CHRO) is a critical role to support both the CHRO and the HR Team of this global retail organisation. This role focuses on managing schedules, coordinating projects, providing technical and administrativesupport, and performing various administrative duties and responsibilities in support of the CHRO. The ideal candidate has prior experience working in a C-Suite office, demonstrates the highest level of confidentiality, and has a high service mindset. Theperson will thrive in a fast-paced, entrepreneurial environment.The role:Manage and organise (CHRO’s) complex and demanding calendar.Assists the CHRO to ensure the are organised and has necessary availability for colleagues across the organisation while fielding internal and external scheduling requests and providing recommendations aligned with executives’ and teams’ priorities.Manging a complex travel agenda across multiple time zonesCollaborate with internal stakeholders, other assistants, and leaders cross-functionally, helping to coordinate meetings, agendas, related logistics, and changing plans.Keep the (CHRO) well informed of activities across and help facilitate his/her decision-making.Handle highly confidential and/or sensitive departmental matters with discretion and tact.Taking responsibility for coordinating projects and ensuring all members of project teams are update and deadlines allocated to ensure project run to schedule with key stages being delivered.Proactively develop effective and collaborative relationships with key internal partners, build strong relationships, and be seen as a general go-to person for questions related to ways of working.Managing invoicing for the team from external vendors and partnersAssist (CHRO) with team recognition and engagement to help boost appreciation and team morale.Plan and coordinate team all-hands meetings, internal events, off-sites, and all related logistical and budget requirements.Compile receipts to submit timely and accurate expense reports.Plan and coordinate travel, including air and ground transportation, hotel reservations, and itineraries.Coordinates and schedules and attends senior leadership meetings. Prepares agendas with clear outcomes. Records and distributes minutes or other notes when necessary. Supports the development of key presentation materials including items such as decks, handoutsetc. with a dedication to quality and attention to detail as an extension of the team you support.Proactive in approach suggesting work that needs to be achievedProvide poised and resourceful administrative assistance to the CHRO and the Senior Leadership Team with a demonstrated ability to accomplish goals and meet deadlines in a fast-paced and complex work environment.Create, establish, implement, and oversee processes that enhance efficiency and effectiveness for the CHRO and the HR Sr. Leadership Team.Demonstrate strong communication skills as a leader in your role and a contributor in a team-driven environment.Excellent self-management skills: organisation, time-management, self-motivation, self-directing, stress management, reliability and accountability.Possess a level of detail and accuracy, drive for results, and anticipate business needs before requested.Establish great working relationships with key stakeholders including the executive committee and their assistants.Create a high level of trust and confidence acting with the utmost professionalism and discretion over the phone, through written communication and in person to accomplish requests and achieve goals.Plan and coordinate meetings, Town Halls, and special events.Demonstrate a strong interest in the business and specific goals.The person:Degree educated or equivalentProgressive experience supporting C-level executives ideally within an HR or people functionMust have worked within a fast paced, large and complex organisationThe ability to manage complex situations and make well-thought-out decisions. Always represent the CHRO and the HR team in a high service, professional, compassionate mannerDemonstrated ability to embrace differences and partner with others inclusively. Curious, resourceful and with an entrepreneurial spiritFlexibility to assist in different types of roles and responsibilities as they come up.Excellent proficiency with Microsoft Office Suite products, including Word, PowerPoint and ExcelHighly organised with the ability to reprioritise at a moment’s notice.Strong attention to detail and accuracy with an emphasis on quality sophistication and maturity to deal directly with internal and external clients. Demonstrated ability to protect and manage confidential information appropriately.Outstanding written and verbal communication skillsInitiative-taker with the ability to work independently.Ability to work a hybrid schedule onsite at our Clients London office three days a week,Workday or HR SuccessFactors system experienceStrong leadership skills: agility, critical thinking, problem solving, teamwork, and collaboration.Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook) required.Must be a progressive learner, organised, detail oriented, and professional.Ability to multi-task with shifting priorities in a fast-paced and complex environment.Must be flexible, resourceful, and demonstrate excellent time management skills.Experience working for a publicly held company preferred.