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Executive Assistant to Chief Operations Officer

Posted 18 days ago

Executive Assistant to COO - NewcastleRED is a market-leading engineering design consultancy specialising in the Built Environment, Data Centres, ICT and Sustainability. Our innovative solutions and unparalleled expertise push the boundaries of complexity and sustainabilityPart of the ENGIE Group, a global leader in low-carbon energy and services, our parent company, Tractebel, is a global engineering and consulting company delivering integrated solutions for sustainable energy and built environment projects.At RED Engineering Design, we are architects of transformation, partnering with the world's leading organisations to forge next-generation built environments. Our purpose is to drive progress, creating sustainable spaces that harmonise with our planet, while seamlessly integrating ICT innovations that connect humanity. We are dedicated to attracting and nurturing the brightest professionals and graduates, empowering them to collaboratively shape the future. By elevating engineering design innovation, we build legacies that inspire generations to come.We are now seeking an Executive Assistant to provide one-to-one professional, efficient and timely support to a member of RED’s leadership at Director level, based in our Newcastle office.ROLE RESPONSIBILITIESProvide Executive Assistant support to RED’s Leadership Member to assist with the smooth running of projects Work closely with Leadership Member to develop strategic business plans and successfully execute objectives Assist Leadership Member to coordinate and lead their RED sector/client team and associated meetings. Preparation of communications / presentation material on their behalf and take a lead role in supporting effective implementation of processes amongst the team Preparation of any RED/wider Group Reporting on Leadership Member’s behalf Attend key meetings with Leadership Member – for example (but not limited to) Sector/Client Strategy Days, Client QBR Meetings, sector finance/budget meetings. Take notes of actions and follow up/progress thereafter Management and oversight of business projects being led by your Leadership Member Ensure all business processes are being adhered to for your Leadership Member sector team Work closely with your Leadership Member’s sector management team and be an integral part of the team to maximise efficiencies within the sector Consider ways to improve effective implementation of processes within the Leadership’s RED Sector/Client team/area. Share ideas with Admin/ Head of Management Systems & Compliance and implement/drive accordingly Reproduction of letters, reports, minutes and timely processing of general correspondence Project duties: acting as main point of contact for project related tasks including compilation and formatting of specifications, reports, presentations, document printing and binding, etc. Management of RFP process and for your Leadership Member – coordination of the whole process from start to finish, management of sub consultants, prepare relevant documentation as a first pass for review. Work with marketing/bid team to ensure up to date library of collateral Arranging domestic and international travel arrangements, preparation of itineraries and insurance documentation Extensive diary management Completing expenses, timesheets and work schedules Administration of holiday entitlement for director(s) Supporting conference and client event management activities Organising and storing paperwork, documents and computer-based information Dealing with incoming email and post/scanning documents Preparation of Group and local Managing Board Reports and ensuring the Directors are well-prepared for meetings and have necessary documentation and briefing papers Liaising with c-suite clients including arranging marketing meetings, welcoming and looking after visitors, checking and managing director(s) e-mail account Flexibility to assist director(s) in meeting business/project deadlines Organising audio and video conference calls for director(s) Reconcile monthly corporate credit card activity on a monthly basis Support Ethics and Risk compliance processes and preparation of necessary paperwork Audit and administration of holiday entitlements, expenses and timesheet procedures for director(s)/team Support project QA compliance and document filing Conducting research into specific matters as required and reporting findings Working with Senior Admin Team to ensure new starters in the leadership team have allocated PA’s in each team ROLE REQUIREMENTSMinimum 8 years’ experience supporting Board Director(s) Business Management degree desirable Previous experience working within an international organisation essential, desirably within a consultancy environment Previous experience in supporting the compilation of aesthetic, engaging and complex presentations Previous experience in using online project/practice management systems. (desirable) Proven experience of fostering a good office environment and corporate culture whilst closely working with counterparts in other office locations Act in an ethical manner and follows the principles of the ethics charter and ethics in practice guidelines Trustworthy, with a mature approach to tasks and the ability to maintain confidential information Possess exemplary time management, multi-tasking, detail-oriented and organisational skills, whilst able to work independently Proficient in the management and organisation of busy and complex diary and travel arrangements Ability to prioritise own workload Accuracy/excellent attention to detail Hour’s flexibility (able to carry out overtime at short notice) Excellent interpersonal and communication skills both written and oral Proven experience of operating in a structured and process orientated environment Ability to delegate and manage junior staff members, PA’s and Support Staff Ability to work to tight deadlines A European language capability (desirable) Understanding of engineering terms (desirable) Understanding and previous experience of ISO9001 and ISO14001 Quality Assurance Processes (desirable) Background in consulting or construction preferred Good understanding of international working and business operations of a global consultancy BENEFITSRED offers a variety of benefits, including but not limited to:23 days annual leave rising to 28 days annual leave over 5 years’ serviceHoliday purchase and buy back schemeHybrid WorkingContributory company pension schemeHealthcare Scheme via salary sacrifice (Company funded cover is dependant on level)Non-contractual bonus awardsTraining sponsorshipCharity volunteering leaveWellness days/ initiatives.Salary commensurate with experience.Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.We offer a comprehensive benefits package and are an equal opportunities employer.*This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.