Executive Assistant

3 weeks ago

Boston, United States Informa Connect Full time

**Company Description** Informa Connect** is part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

We are currently looking to hire an **Executive Assistant** who will provide high-level administrative support to named members of the **Informa Connect Senior Leadership team**.
- Manage multiple executive calendars, coordinating complex executive meetings across multiple time-zones.
- Manage extensive domestic and international travel, accommodation and visa arrangements.
- Manage expenses across two different online systems (UK & US) (Training will be given)
- Manage the processing of invoices via SAP (online system). (Training will be given)
- Take the lead on scheduling and setting agendas for the Executives as and when needed.
- Assist Executives with key projects and their coordination including reporting and preparing management updates.
- Arrange both internal and external meetings and, when required, collate and issue agendas, take notes in the meetings, and present them professionally back to the relevant Executives and colleagues. Collaborate with other EAs to make arrangements for meetings on-site and off-site.
- Book meeting rooms, refreshments, arrange lunches for internal meetings as required.
- Arrange team social activities to build colleague engagement and team rapport both locally and remotely.
- Building strong relationships with all levels across the entire Group and key external stakeholders, both in the US and internationally. Key relationships for this role will be with EA/PA’s across the business.
- Prioritize and multi-task to meet deadlines in a fast paced, team environment with a drive toward exceeding expectations on delivery timing.
- Demonstrate initiative, resourcefulness and an ability to manage multiple assignments under various deadlines.
- Use research skills and demonstrate proficiency in Microsoft Office, especially Outlook, Teams, PowerPoint and Excel depending on the needs of the Executive(s).
- Prepare and edit verbal and written communication, proposals and presentations; take complex ideas and create PowerPoint presentations to assist the Executive(s) as needed.
- Undertake administrative and light office management duties as assigned.
- Lead on organizing and executing social engagements across the team which may be local or across time zones.
- Cover other Executive Assistants during their absence as and when required.
- Act as an extension of the Executive by thinking multiple steps ahead in any scenario.
- Assist with key onboarding experience touch points for the teams rolling up to the Executive(s).
- Exceptional customer service approach.
- A reputation for resourcefulness, integrity, results and commitment to excellence.
- Positive and energetic personality.
- Outstanding verbal and written communication skills.
- Ability to multi-task and prioritize.
- Demonstrated success organizing high profile events for Executives.
- Experience managing travel and expenses for Executives.
- An appreciation for every little detail and exceptional organizational skills.
- Outstanding written and verbal communication skills.
- The ability to maintain confidentiality and professionalism in all things.
- An entrepreneurial spirit and a “get things done” mentality.
- International experience a plus.
- Technologically savvy and adaptable (multiple expense systems, travel system, etc.).
- Experience creating presentations is a plus.
- Comfortable collaborating across the team.

**Additional Information**

Our benefits include:

- Salary range is $45k-55k depending on experience.
- Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive, and we support a range of working patterns
- Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks.
- Broader impact: take up to four days per year to volunteer, with charity match funding available too
- Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
- Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost) anywhere for up to four weeks a year
- Competitive benefits, including a 401

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