Executive Assistant

Executive Assistant Job Description

Job Summary:

We are looking for an Executive Assistant to provide high-quality administrative support to our regional executive leadership team and assist with office management. In this role, the EA will support the International Managing Director and the EMEA Regional Managing Director. The EA will support both executives and work closely with their Regional Leadership Teams to ensure the smooth running of day-to-day executive activities.

This is a varied role, and the ideal candidate will be highly organised, proactive, creative, quick thinking with excellent interpersonal skills and attention to detail. It will be crucial to form a strong working relationship with each member of the leadership team you support. You will have a passion for getting things done and completing tasks on time to a high standard.

This is a fantastic opportunity to work in a fast paced, rewarding environment, with the opportunity to make a huge impact across the business whilst furthering your own personal development. There has never been a more exciting time to be part of this industry and part of the Light & Wonder team.

Duties

• Provide effective management of schedules and calendars for two executive leaders.

• Coordinate meetings across different time zones, including managing recurring meetings, schedule changes and stakeholder responses.

• Attend meetings where required and ensure notes are created, filed and cascaded to relevant stakeholders in a timely manner.

• Monitor, remind and chase items on executive to-do lists as well as taking the proactive approach to chase outstanding actions from meetings/correspondence of the supported executives.

• Assist with the planning and co-ordination of global travel, creating itineraries, arranging visas and scheduling transfers.

• Act as a point of contact for enquiries from internal staff and external contacts, using initiative to respond or refer on accordingly.

• Support the Region with the planning and co-ordination of events such as quarterly leadership meetings, company socials, away days, and customer events.

• Support the various teams around Creator Internal Regional Communications to ensure the Leaders messages are clear, approved and sent out in a timely manner.

• Manage expenses submissions for supported executives.

• Prepare and handle confidential and high priority communications, data reports and files.

• On occasion, assist with reception like duties or other tasks that aid the smooth running of offices locations.

• May perform other tasks, as needed.

Knowledge, Experience, and Skills (Essential and desirable):

• Previous assisting experience of supporting c-suite level executives in a fast-paced environment.

• Proficient in full suite of Microsoft Office Programmes; expert in MS Outlook and MS Teams; knowledge of SharePoint.

• Ability to maintain diaries of a team and experience of co-ordinating meetings, both internal and external.

• Experience of prioritising your own workload and dealing with conflicting priorities, switching between tasks often at short notice.

• A motivated and proactive attitude, with a commitment to ongoing professional development.

• Strong communication skills, both verbal and written, to build rapport and purposeful working relationships with senior leaders, the wider team, and external stakeholders.

• Strong influencing skills and confidence to ask for help and support from peers, as needed.

• Experience of working effectively in a team and individually, taking a positive approach to change and challenges, with the drive to ensure that high-quality service is provided.

Ways of Working Expectations

• Average of 3 days per week in office location (Manchester)

• Limited travel to other offices/locations (average of once per month)

• Core working hours of 9-5: Expectation to be available by phone, Teams, email (subject to meetings etc)

• Out of hours support – limited to dealing with emergency situations when executive is abroad.