Executive Assistant

Role Purpose

• Travel Coordination: Plan, book, and manage all travel arrangements for C-suite executives including flights, accommodation, transportation, and itineraries. Ensure seamless travel experiences by anticipating needs and preparing necessary documentation.
• Meeting Preparation: Prepare and ensure all documentation and actions are ready for meetings. Assist in drafting agendas and meeting materials and ensuring that meeting participants are briefed in relation to agenda and meeting materials required.
• Meeting Support: Take accurate and detailed actions during meetings, capturing key points, action items, and recording actions. Follow up on action items and ensure timely completion. Coordinate and schedule meetings, ensuring efficient time management.
• Slide Presentations and Brand Compliance: Create and edit slide presentations ensuring high-quality and brand-compliant materials. Maintain consistency in branding across all executive communications and presentations.
• Group Executive Team Efficiency: Work closely with the other Executive Assistants to streamline processes and improve operational efficiency. Act as the primary contact between the C-suite executives and internal departments, ensuring effective communication and collaboration. Identify opportunities for process improvement and implement solutions.
• Logistic Arrangements for Events: Coordinate logistic arrangements for conferences, large get-togethers, meetings, and other ad-hoc physical events with the other Executive Assistants. Manage event planning tasks including venue selection, catering, AV requirements, and accommodation for participants. Ensure all event logistics are handled efficiently, including registration processes, materials preparation, and on-site support.
• Project Management: Apply project management skills to manage and execute various initiatives and tasks efficiently. Develop and maintain project plans, track progress, and ensure timely completion of projects. Collaborate with stakeholders across the business to ensure project goals are met. AI skills desirable / a willingness to upskill on AI.

Experience & Qualifications

• Experience: Previous experience in a similar role supporting C-suite executives.
• Skills: Excellent organisational and time-management skills. Strong written and verbal communication abilities. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). High level of professionalism and discretion. Ability to work independently and manage multiple tasks simultaneously. Strong attention to detail and problem-solving skills. Knowledge of travel logistics, event planning, and project management. Familiarity with strategic planning and documentation.
• Personal Attributes: Proactive and resourceful with a solution-oriented mindset. Ability to work under pressure and meet tight deadlines. Strong interpersonal skills and the ability to build relationships at all levels. High degree of integrity and confidentiality. An ability to anticipate needs and provide proactive administrative support.

What AAB Offer

• Time Off & Family Support: Annual leave (plus public holidays), with the option to buy or carry over leave. Enhanced parental leave (maternity, paternity, adoption). Paid volunteering day to support causes that matter to you.
• Health & Wellbeing: Private Medical Insurance (PMI) for you and the option to cover family members. Employee Assistance Programme (EAP) for 24/7 mental health and wellbeing support. Death in Service benefit.
• Financial Security: Competitive pension scheme. Life assurance policies to support you and your family.
• Flexible & Agile Working: Hybrid working model. Agile working culture that supports flexible hours and smarter working. Modern office spaces designed for collaboration, focus, and wellbeing.

Unsolicited CVs sent to AAB by Recruitment Agencies will not be accepted for this position. AAB operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our recruitment partners.