Executive Assistant

About the Company

We are seeking a highly organized and proactive Executive Assistant and Operations Coordinator to support the Data Centres service line in managing day-to-day operations and executive-level administrative tasks. This role requires a blend of executive assistance, and operational coordination to ensure the smooth functioning of the service line. The successful candidate will be an excellent communicator, detail-oriented, and capable of handling multiple tasks in a fast-paced environment.

About the Role

We are seeking a highly organized and proactive Executive Assistant and Operations Coordinator to support the Data Centres service line in managing day-to-day operations and executive-level administrative tasks.

Responsibilities

• Provide administrative support to the Global Head of Data Centres and other team members as required, including managing calendars, scheduling meetings, and preparing agendas.
• Screen and prioritize incoming communications (emails, phone calls, etc.) and respond on behalf of the team when appropriate.
• Organize travel arrangements, accommodations, and itineraries for the team as needed.
• Prepare reports, presentations, and other materials for meetings and projects.
• Act as a liaison between the team and internal/external stakeholders, ensuring timely follow-up and resolution of inquiries.
• Coordinate day-to-day operations of the Data Centres service line, ensuring efficient workflows and project execution.
• Assist in the management of service line budgets, track expenses, and ensure financial processes are followed.
• Support the development and implementation of operational procedures and best practices within the service line.
• Track and report on key performance indicators (KPIs), milestones, and project deadlines.
• Organize and maintain records, files, and other documentation to ensure easy accessibility and compliance with organizational standards.
• Collaborate with cross-functional teams to coordinate Data Centres projects, ensuring all tasks are completed on time and within budget.
• Assist in the preparation and execution of service line initiatives, including event coordination, training sessions, and meetings.
• Help maintain project timelines and ensure resources are allocated efficiently.
• Coordinate internal communications within the Data Centres service line to ensure alignment on objectives and timelines.
• Other tasks as required.

Qualifications

• Minimum of 5 years proven experience as an Executive Assistant or similar role.
• Excellent interpersonal and communications skills with fluency in English (both written and verbal).
• Strong organizational and problem-solving abilities.
• Ability to take initiative and work proactively.
• Capable of handling periods of high workload effectively.
• Exceptional attention to detail and a high level of accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong team player with the ability to build positive relationships.
• Flexibility, adaptability, and a co-operative attitude.
• Understanding of regional business culture and regulations.
• Software: Microsoft Office programs (Excel, PowerPoint, Outlook) to a proficient level with advanced proficiency in MS Word, including mail merge.

Required Skills

• Excellent interpersonal and communications skills with fluency in English (both written and verbal).
• Strong organizational and problem-solving abilities.
• Ability to take initiative and work proactively.
• Exceptional attention to detail and a high level of accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred Skills

• Understanding of regional business culture and regulations.
• Flexibility, adaptability, and a co-operative attitude.

Pay range and compensation package

Status: Permanent

Type: Full time

Working days: Monday to Friday