Executive Assistant in Staines

Company Description

IFS is a billion-dollar revenue company with 7000+ employees on all continents. Our leading AI technology is the backbone of our award-winning enterprise software solutions, enabling our customers to be their best when it really matters–at the Moment of Service™. Our commitment to internal AI adoption has allowed us to stay at the forefront of technological advancements, ensuring our colleagues can unlock their creativity and productivity, and our solutions are always cutting-edge. At IFS, we’re flexible, we’re innovative, and we’re focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society’s greatest challenges, fostering a better future through our agility, collaboration, and trust. We celebrate diversity and understand our responsibility to reflect the diverse world we work in. We are committed to promoting an inclusive workforce that fully represents the many different cultures, backgrounds, and viewpoints of our customers, our partners, and our communities. By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world.

We’re looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs. With the power of our AI-driven solutions, we empower our team to change the status quo and make a real difference. If you want to change the status quo, we’ll help you make your moment. Join Team Purple. Join IFS.

Job Description

We are seeking a highly organized Executive Assistant to support the operational needs of members of the Product & Customer Organisation Exec Team. This role is pivotal in facilitating the smooth execution of daily tasks and long-term projects by providing comprehensive administrative support. This role is ideal for a proactive and dedicated individual looking to contribute to the efficiency of our leadership team. If you are committed to excellence and thrive in a fast-paced environment, we would like to hear from you.

Key Responsibilities

• Diary and Email Management: Maintain day-to-day diary schedules and manage extensive email communications, ensuring leaders are on time and prepared for meetings, including preparing briefing documents.
• Meeting Coordination: Organize internal and external meetings, including room bookings and preparing necessary documents, while liaising with key stakeholders.
• Notes and action plans: Take notes during meetings and mark the actions that need to be done, ensuring everyone with an action is aware of what they need to do.
• Event Planning: Coordinate regional events and handle logistical aspects to support the SVP and leadership team.
• Document Preparation: Create and edit presentations, reports, and documents using PowerPoint, Excel, and Word as and when required.
• Financial Administration: Process and review expenses and other financial requests for the SVP, ensuring adherence to company policies.
• Travel Arrangements: Manage complex travel itineraries, including flights, accommodations, and ground transportation for the SVP and his SLT.
• Stakeholder Communication: Serve as the primary contact for regional queries and office-related tasks, liaising with internal and external stakeholders.
• Projects: Undertake projects on a regular basis.
• Personal Assistant Duties: Handle ad-hoc personal tasks and administrative duties as required.

Qualifications

• High level of education.
• Experience in a similar PA/EA position.
• Experience of working in the software/technology industry an advantage.
• Proven history of supporting remote, global leaders across different time zones is preferred.
• Ability to manage multiple tasks in a timely manner.
• Flexibility: Available for support outside standard office hours when necessary. This is a hybrid role: 3 days a week in the office.

Personal skills and qualities

• Uses initiative with minimal supervision.
• Strong communication and interpersonal skills, capable of working with senior executives and external stakeholders.
• Discretion and confidentiality in handling sensitive information.
• Problem solver with a can-do attitude.
• Dedicated to the quality and accuracy of projects from inception to completion.
• Reliable, trustworthy and ability to maintain confidentiality at all times.
• Can manage a heavy workload with strict deadlines.
• Excellent organizational skills with the ability to prioritise, multi-task and co-ordinate workloads and work under pressure to meet deadlines.
• Good time management skills.
• Flexible and willing to take on ad-hoc tasks.
• Comfortable working independently and as part of a team.

Technical skills

• MS Office applications – excellent level.
• Good IT skills and the ability to produce reports and manage data.
• Social media applications (Internal use).

Additional Information

We embrace flexibility and hybrid work opportunities to support diverse needs and lifestyles, while also valuing inclusive workplace experiences. By fostering a sense of community, we drive innovation, strengthen connections, and nurture belonging. Our commitment ensures you can work in a way that suits you best, while also engaging with colleagues to share ideas and build meaningful relationships.