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Executive Assistant
at Howden Group Holdings London in London (Published at 27-09-2023)
From day one, our mission has been to create an independent business with a unique culture – one that is controlled by the people who work for it. Finding the most talented and entrepreneurial people has always been key to our success.
People come to Howden Group Holdings for lots of different reasons, but they stay for the same one: our culture. That’s what sets us apart, and why we nurture and retain the best talent in the market. Whatever your priorities – work/life balance, career progression, sustainability, volunteering - you’ll find like-minded people driving change at Howden Group.
Our Finance Europe team focuses on building a next generation, digitally focused and data-driven European Finance function of the future. The team consists of several highly experienced Finance professionals led by our Europe CFO.
The team are looking for a super star Executive Assistant reporting to the Europe CFO who will provide a high quality, dedicated administration and secretarial support. The successful role holder may occasionally be asked to provide wider assistance to other members of the European Leadership Team (e.g. during holiday periods of other PAs) like COO or CCO, but this will be limited.
Role Responsibilities
Planning/Reporting:
- Determines the work priorities and activities with their manager/other team members, refining this through regular contact with the managers they support
- Ensures records of meetings are kept through the production of accurate and timely minutes and any related documentation
- Provides relevant management information to managers as required
Technical:
- EA Support (for nominated individual(s). As a EA, the candidate will support the CFO directly.
- Organises diary, files and electronic records
- Screens calls and e-mails, prioritizing items for response and answering routine enquiries. Re-directs items as appropriate.
- Provides administration support for personal matters, as appropriate (only Europe CFO)
- Prepares paperwork for meetings
General Administration (for the Regional Finance team, another 4 people):
- Organises local and international travel arrangements, including visa requirements, insurance arrangements and the preparation of travel itineraries
- Liaises with other support areas as required e.g. Facilities/post room/reception team etc.
- Produces a wide variety of documentation using appropriate software packages, including reports, presentations, letters and spreadsheets. Reviews final documentation for completeness, accuracy, quality, corporate style and format
- Processes invoices and checks and reconciles expenses for their department/team
- Ensure up to date records are maintained at all times on the Company’s/Group’s systems
- Screens calls for manager
- Liaises with other secretarial and administration resource in the Division as required, in order to ensure support is available during lunch breaks, holidays or periods of absence. On a contingency basis, may provide secretarial support for other teams within the Division
People Management/Personal Development:
- Actively undertakes personal development to ensure up to date knowledge and understanding of best practice
- Remains aware of external, industry, legal and regulatory developments to ensure practice and outputs are of a sufficiently high standard
- Keeps informed of all legal and regulatory developments relevant to the Operating Entity/Group
- Operates in an honest, professional and ethical manner
- Strictly adheres to the Group Employee Code of Conduct
- Completes all relevant regulatory training
- Ensures competence of self and direct reports (if any)
Requirements
Experience:
- Previous personal/executive/team assistant experience, with a track record of providing valuable administration support
- MS Suite experience (particularly Word and Excel for reporting, spreadsheet creation, and expense processing)
- English fluency (additional European language an advantage)
- Educated to GCSE standard
Skills/Behaviours:
- Attention to detail with ability to produce accurate documentation, professional documents which are visually appealing and correct with regards to grammar, layout and spelling.
- Ability to work effectively within a team.
- Prioritisation and organisational skills – able to demonstrate flexibility with regards to working hours when required and is able to produce a high quality of work within short deadlines.
- Proactive – is able to anticipate issues and rectify these on behalf of their manager/team
- Internal Networking skills – understands the organisation and where to find answers/relevant resources.
- Project Management Skills – able to deal with requests for “one off” pieces of work
- Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders. Portrays a professional and polished image of the Division to all external contacts.
- Able to deal with confidential matters appropriately
What do we offer in return?
A career that you define.
Yes, we offer all the usual rewards and benefits - including great healthcare provision, a wide variety of wellbeing offers, competitive salary, generous pensions and more - but we know you expect all that.
What you might not expect is a job where everyone has a voice, where volunteering in the community is part of the day job, and where everyone is encouraged to play a part towards our sustainability goals. We want people who want to make a difference - not just in the workplace, but in the industry and in the wider community.
Our Culture: People First
We are proud to be at the global table, but we are most proud of our culture. It has been built on a single and constant set of principles over more than 25 years, and it has helped us become:
An international group with independence and people at its heart
A home for talent with a unique culture: the biggest small company in the world
The focus on being a People First business has always been at the very heart of the Group. David’s vision was to create an independent business with a unique culture; one that would survive and thrive as a business controlled by the people working for it. Finding the most talented and entrepreneurial people to join the Group has been and will continue to be key.
Diversity & Inclusion
At Howden Group Holdings we consider our people our chief competitive advantage and as such we treat colleagues, candidates, clients, and business partners with equality, fairness and respect, regardless of their age, disability, race, religion or belief, gender, sexual orientation, marital status or family circumstances.
Additional Job Details
Worker Type:
Permanent
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