Executive Assistant

About the role

As an Executive Assistant, you will provide high-level administrative and organisational support to Managing Directors, ensuring their time is optimally managed and business priorities are met. This position plays a critical role in enabling senior leaders to focus on strategic leadership by managing complex scheduling, communications, and project coordination. Acting as a trusted partner, you will anticipate needs, resolve issues proactively, and contribute to the overall efficiency and success of the leadership team. In this role, you'll manage calendars, travel arrangements, and meetings with precision, while preparing documents, reports, and presentations to support key initiatives. You will also coordinate projects and events led by the Managing Directors, ensuring smooth execution and timely delivery. Professional liaison with internal teams and external stakeholders will be a core part of your responsibilities, requiring discretion and strong interpersonal skills. Ultimately, your work will enable senior leaders to focus on high-impact decision-making, enhance organisational efficiency, and uphold the company's reputation through professional representation. This is an opportunity to make a meaningful impact by supporting strategic business goals and fostering collaboration across the organisation.

Responsibilities

• Manage complex calendars, prioritising and scheduling meetings, appointments, and events across multiple time zones
• Coordinate domestic and international travel, including flights, accommodation, visas, and detailed itineraries
• Prepare, proofread, and format correspondence, reports, presentations, and board materials
• Screen and manage incoming communications, responding on behalf of Managing Directors where appropriate
• Organise and support meetings, including agenda preparation, minute-taking, and follow-up on action items
• Plan and coordinate internal and external events, offsites, and executive workshops
• Handle confidential information with discretion and professionalism
• Liaise with key stakeholders, clients, and partners on behalf of the Managing Directors
• Track and reconcile expenses, process invoices, and manage budgets for executive activities
• Support project management activities, ensuring deadlines and deliverables are met
• Anticipate the needs of the Managing Directors and proactively resolve issues
• Provide general administrative support as required, including document management and office coordination.
• SKILLS & COMPETENCIES
• To be successful in this role, you will demonstrate:
• Exceptional organisational and time management skills; ability to prioritise and multi-task effectively
• Excellent written and verbal communication skills
• High level of discretion, integrity, and professionalism
• Strong problem-solving skills and proactive approach
• Attention to detail and accuracy in all work
• Ability to build relationships and influence at all levels
• Adaptability and resilience in a dynamic, fast-paced environment
• Strong judgement and decision-making abilities
• Passion for our mission 'to generate a more sustainable future by leading the transition to clean energy
• Our values: be a leader, build trust, be responsible, be innovative and 'bring your alpha'.
• EXPERIENCE & QUALIFICATIONS
• Bachelor's degree or equivalent experience preferred
• Minimum 5 years' experience as an Executive Assistant or in a similar high-level administrative role
• Experience supporting C-suite or senior executives, ideally within a fast-paced, international environment
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel); experience with collaboration tools (e.g., Teams, Zoom, SharePoint) is advantageous
• Demonstrated ability to handle confidential information with integrity
• Experience coordinating international travel and managing complex schedules

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