Job Description

Job Summary

To provide Executive Assistant support to the RMS UK & Europe Business Development Director and LMUK CFO. Providing cover for other LMUK EA's as needed to cover colleagues’ holidays, absence, sickness and additional sporadic workload. This role will require occasional out of hours working in line with Global Time zones specifically the East Coast of America. This role interacts with the Outer offices of Senior US leaders co-ordinating often simultaneous visits to the UK requiring agility and flexibility in planning skills. The role may necessitate some European travel in support of meetings, conferences and trade shows.

Key Responsibilities

• Calendar and Schedule Management: Organising meetings, appointments, and events, prioritising commitments, and avoiding conflicts to keep executives focused on strategic priorities
• Communication Handling: Screening emails, phone calls, and messages, responding to routine inquiries, flagging urgent matters, and drafting correspondence .
• Meeting Co-ordination: Preparing agendas, distributing materials, taking notes or minutes, and following up on action items
• Travel Arrangements: Planning flights, accommodations, transportation, and detailed itineraries while anticipating potential delays and budget constraints
• Document Preparation: Drafting, proofreading, and editing reports, presentations, and correspondence to ensure accuracy and professionalism
• Confidentiality: Managing sensitive information, including business strategies, financial data, and personnel matters, with discretion
• Project and Workflow Management: Overseeing multiple projects, tracking progress, and coordinating between departments to maintain alignment with organisational goals
• Gatekeeping and Strategic Support: Acting as the first point of contact for internal and external stakeholders, filtering requests, and anticipating executive needs to prevent problems before they arise
• Administrative Support: Handle administrative duties such as tracking expenses, managing budgets, ordering office supplies, and keeping the workspace organised. Support the executive to reduce distractions from operational tasks.
• Event Co-ordination: Organise functional events, meetings or conferences. Co-ordinate logistics such as venues, catering, guest lists, and materials to ensure smooth execution and a professional experience
• Visitors – book in visitors, in-line with security requirements. Ensure appropriate equipment and facilities are working and ready for use. Greet visitors at Reception and escort to appropriate meeting room/office.
• New Starter Assistance - Follow processes for assisting new starters, i.e. Name cards, Introductions, Tours, Security, Health & Safety, Training and IT.
• Policies & Procedures - Comply with all company policies and procedures.
• Conference Room Supervision - Perform conference room maintenance and daily checks, raising calls to report broken/missing equipment.

Required Skills, Qualifications and Experience

• Organisation and Time Management: Keeping executives on track and ensuring deadlines are met.
• Experience: Proven secretarial and administrative experience, preferably within a large international organisation and at C-Suite level
• Communication Skills: Professional writing and verbal clarity to foster trust and alignment
• Problem-Solving: Anticipating challenges and proposing practical solutions Proactively resolve scheduling conflicts, operational issues, or unexpected problems before they impact the executive.
• Technical Proficiency: Skilled in Microsoft Office, Google Workspace, project management tools, and CRM systems. Additional on-the-job training will be given to learn company-specific systems
• Discretion and Confidentiality: Handling sensitive company information with professionalism
• Emotional Intelligence: Understanding subtle cues, managing relationships, and adapting to executive preferences
• Security Clearance: Role is dependent on MoD Security Clearance
• Flexibility: Overtime may occasionally be required with minimal notice to support Executive travel

Desired Skills

• LCCI Private Secretary’s Diploma, Pitman Secretarial Diploma, NVQ Level 3 in Business Administration (Secretarial) or equivalent.
• Language skills French/Spanish/Italian would be useful
• A strong background within the defence sector would be highly desirable, particuarly experience supporting senior leaders within a complex and highly regulated environment.